Duties and Responsibilities

Take oral dictation;
Manage e-office;
Word and data processing;
Operate office equipment;
Attend to visitors/clients;
Handle telephone calls and appointments;
Maintain office diary and travel itineraries;
Ensure security of office records,
Equipment and documents including classified materials;
Prepare responses to simple routine correspondences;
Establish and monitor procedures for record keeping of correspondences and file movements;
Maintain an up to date filing system in the office;
Ensure security, integrity and confidentiality of data;
Manage office protocol and etiquette;
Supervise office cleanliness; and
Manage petty cash.

Requirements for Appointment 
For appointment to this grade, an officer must have:

Served in the grade of Assistant Office Administrator II or Office Administrative Assistant I, Job Group CPSB 10/’J’ for a minimum period of three (3) years; and
Diploma in Secretarial Studies from the Kenya National Examinations Council.

OR

Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:

Shorthand III (minimum 100 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; and
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 any other recognized institution;
Certificate in Computer Applications from a recognized institution; and
Shown merit and ability as reflected in work performance and results.