Job Reference

KMA/ER2/25/7

Job Purpose:

The duties of Administrative Officers will entail ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, taking care of a given office in terms of making appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers, photocopying and undertaking routine office duties; and ensuring security of office documents and equipment.

Job Description

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 Chief Asst. Dir.;
preparing responses to simple routine correspondence for the Chief 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.


Person Specifications

For appointment to this grade, an officer must: -


Bachelor’s degree in Secretarial Studies or any other equivalent from  recognized institution;
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;