Assistant Office Administrator I

Requirements

• Served in the grade of Assistant Office Administrator I or Senor Administrative Assistant for a minimum period of three (3) years;
• Diploma in Secretarial Studies from the Kenya National Examination council;
• OR
• Business education single and group certificate (BES & GC) from the Kenya National Examination Council in the following subjects;

• a) Shorthand III (minimum 100 w.p.m)
• b) Typewriting III (50 w.p.m)/computerized document processing III
• c) Business English III/Communication II
• d) Commerce II
• e) Office practice II
• f) Office management III/Office Administration and Management III
• g) Secretarial Duties II

• Certificate in public relations and customer care course lasting not less than two (2) weeks from the Kenya School of Government or other recognized institution;
• Certificate in Computer Applications from a recognized institution; and
• Shown merit and ability as reflected in work performance and results.

Duties and Responsibilities

• Taking oral dictation;
• Managing e-office, word and data processing;
• Operating office equipment attending to visitors/clients;
• Handling telephone calls and appointment maintaining office diary and travel itineraries;
• Ensuring security of office records, equipment and documents including classified material;
• Preparing response to simple routine correspondence;
• Establishing and monitoring procedures for record keeping of correspondence and file movement;
• Maintain an up to date filing system in the office;
• Ensuring security integrity and confidentiality of data;
• Managing office protocol and etiquette;
• Supervising office cleanliness;
• Managing petty cash; and
• Undertaking any other office administrative services duties that may be assigned.