Assistant Office Administrator III - 4 Posts

The job holder is answerable to the Head of Department and is responsible for facilitating proper flow of office operations, administrative activities, and services by carrying out common secretarial duties.

Duties and Responsibilities

• Typing routine correspondences.
• Managing calls and correspondence (e-mails and letters).
• Handling telephone calls and customers.
• Scheduling and facilitating meetings.
• Operating office equipment and ensuring security of office equipment, documents, and records.
• Making arrangements for departmental travel.
• Attending to visitors and clients.
• Handling appointments.
• Handling office petty cash; and
• Performing any other lawful duties as may be assigned from time to time.

Qualifications and Experience

For appointment to this position, the ideal candidate must have:

• Kenya Certificate of Secondary Education (KCSE) Mean Grade C- (minus) with at least C (plain) in English or Kiswahili Language or its equivalent qualification from a recognized institution.
• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or other relevant and equivalent qualifications from a recognized institution.
• Business Education Single and Group Certificates (BES & GC) from the Kenya National Examinations Council in the following subjects:
  • Typewriting II (minimum 50 w.p.m) or Computerized Document Processing III
  • Shorthand II (80 w.p.m)
  • Business English II or Communications I
  • Office Practice II
  • Secretarial Duties II
  • Commerce II
• Certificate in computer applications from a recognized institution.

Functional Skills

• Typesetting skills.
• Planning skills.
• Analytical skills.
• Problem solving skills.
• Supervisory skills.
• Conceptual skills.
• Report writing skills.
• Computer skills.
• Conflict resolution skills; and
• Time management skills.

Behavioral Competencies

• Interpersonal skills.
• Communication skills.