The Senior Office Administrator at the National Crime Research Centre (NCRC) is a critical position responsible for overseeing high-level administrative functions and providing essential secretarial support. The role involves managing office operations, coordinating logistical arrangements for the Centre's activities, and ensuring the smooth flow of communication and records within the organization. This position supports the Centre's mandate of conducting crime research and disseminating findings to government agencies by facilitating efficient internal processes.
Key Responsibilities
- Administrative Support: Preparing reports and draft letters for the Head of Directorate or Senior Assistant Director's action; handling telephone calls and appointments; and generating drafts for incoming and outgoing correspondence.
- Customer Care: Handling both internal and external customer enquiries and complaints to promote a positive image of the Centre.
- Logistics & Coordination: Organizing logistical arrangements for national and regional conferences, seminars, meetings, and workshops, including making transport and hotel reservations.
- Meeting Management: Coordinating physical and virtual meetings by prioritizing the booking of facilities and recording accurate minutes for use during meetings.
- Office Management: Maintaining the office diary to ensure activities are conducted on schedule; providing for a good office layout and cleanliness; and managing office protocol and etiquette.
- Records & Security: Ensuring the security and integrity of office equipment, records, and documents, including classified materials; implementing and monitoring procedures for record-keeping and file movements.
- Financial Administration: Managing petty cash and ensuring office equipment such as scanners, photocopiers, and computers are serviced and in good working condition.
- Digital Operations: Utilizing e-office systems for data research and processing, and supporting the preparation, custody, archival, and retrieval of documents.
Requirements and Qualifications
- Experience: A cumulative service period of six (6) years relevant work experience, with at least three (3) years in the grade of Office Administrator I or a comparable position.
- Education Option 1: Bachelor's degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution.
- Education Option 2: Bachelor's Degree in Social Sciences AND a Diploma in Secretarial Studies OR Business Education Single and Group Certificates (BES and GC) Stages I, II, and III from KNEC, including:
- Shorthand III (minimum 120 w.p.m.)
- Typewriting III (50 w.p.m.) / Computerized Document Processing III
- Business English III / Communications II
- Commerce II
- Office Practice II
- Office Management III / Office Administration and Management III
- Secretarial Duties II
- Certification: Completion of a Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution.
- Professional Membership: Membership in a relevant professional body where applicable and in good standing.
- Skills: Proficiency in computer application skills and a track record of merit and ability in work performance.
How to Apply
Interested and qualified candidates should apply online through the National Crime Research Centre recruitment portal at https://recruitment.crimeresearch.go.ke. Alternatively, candidates can visit the application page at https://www.myjobmag.co.ke/apply-now/1147436. Successful candidates will be required to provide clearance documents from KRA, DCI (Certificate of Good Conduct), HELB, EACC, and a Credit Reference Bureau.
