Job Specifications


An officer at this level will work under direct supervision of a senior officer.


Duties and Responsibilities


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 and file movement;
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 department/office;
Coordinating schedule of meetings and appointments for the respective departments/office;
Coordinating travel arrangements for the respective departments/office;
Coordinating appointments and travel itineraries for the ED/Deputy Director/ Manager;
Preparing responses to simple routine correspondence for the ED/Deputy Director/Manger; and
Monitoring procedures for record keeping for correspondences.
Ensuring security, integrity and confidentiality of data; and
Undertaking any other office administrative services duties that may be assigned.
Any other duties as assigned from time to time


Person Specifications

For appointment to this grade a candidate must have: -


Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
Minimum KCSE C+ (plus) or its equivalent;
Have passed the following examinations from the Kenya National Examinations Agency (KNEC);

Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
Shorthand III (120 w.p.m);
Business English III/Communications I;
Office Management III/Office Administration and Management III;
Secretarial Duties II;
Commerce II;


Proficiency in computer applications;
Demonstrated results in work performance;
Meet the provision of Chapter Six of Constitution.