Office Administrator

The National Authority for the Campaign Against Alcohol and Drug Abuse (NACADA) was established to coordinate a multi-sectoral effort aimed at preventing, controlling and mitigating alcohol and drug abuse in Kenya. NACADA’s main focus is on demand reduction, empowering the public with sufficient information to facilitate informed decisions against substance abuse.

The Office Administrator role is responsible for providing essential front office services and managing the administrative functions of a specific office. This position ensures smooth daily operations by handling visitor management, internal and external communication, record keeping, and coordinating schedules.

Job Purpose

Responsible for providing front office service and management of a given office in terms of diary, travel, visitors and hospitality service delivery.

Key Responsibilities/Duties/Tasks

Operational Responsibilities / Tasks

• Attending to visitors/clients.
• Handling telephone calls and enquiries.
• Handling customer inquiries and complaints.
• Ensuring security of office records, equipment and documents.
• Ensuring confidentiality of office information.
• Record keeping for correspondences.
• Managing office protocol and etiquette.
• Managing petty cash for the respective office.
• Maintaining an up-to-date file movement register.
• Coordinating the general administration of the respective office.
• Coordinating schedule of meetings and appointments for the respective office.
• Coordinating appointments and travel itineraries for the respective office.
• Drafting and maintaining routine correspondences for the office.
• Drafting minutes during general meetings.
• Ensuring security, integrity and confidentiality of data.

Job Dimensions and Working Conditions

• Responsibility for Physical Assets: Overall responsibility for laptops, desktops, printers, office equipment (printer, telephone) and furniture (table, cabinets and seats) of the Department.
• Working Conditions: The role operates in an office setting compliant with OSHA. The position requires an enhanced working relationship with other employees and periodic national travels.
• Benefits: Medical cover for self and family up to a maximum of four (4) dependents, Group Accident cover, and life insurance.

Job Competencies, Qualifications and Skills

Academic and professional qualifications

Candidates must possess either:

1. A Bachelor’s Degree in Secretarial Studies, Business Administration, Business Management or Office Management from a recognized institution; OR
2. A Diploma in Secretarial Studies from the Kenya National Examinations Council, having successfully passed the following KNEC examinations:
   • Typewriting III (Minimum 50 w.p.m.);
   • Shorthand III (110 w.p.m);
   • Business English III;
   • Office Management III/Office Administration and Management III;
   • Secretarial Duties II;
   • Commerce II.

Previous relevant work experience required: N/A (Entry Level)

Other Requirements

• Supervisory Course lasting not less than two (2) weeks from a recognized institution.
• Computer literacy.
• Meets the requirements of Chapter Six of the Constitution of Kenya on Leadership and Integrity.

Competencies and Skills

• Interpersonal Skills
• Excellent report writing skills
• Effective communication skills