Job Description


As an Office Administrator, you will report to the Project Support Manager and handle office management tasks, scheduling, and recordkeeping. You will coordinate meetings, maintain office supplies, and ensure a well-organized work environment.
Your role includes managing correspondence, overseeing filing systems, and handling petty cash. Strong organizational and communication skills are required.


Key Responsibilities


Maintaining security of office records, equipment, documents including classified materials by preventing unauthorized access in order to ensure integrity and confidentiality;
Managing office petty cash in the office to ensure payments for small amounts such as postage, minor repairs, or day-to-day supplies;
Coordinating induction of secretarial students on attachment and internship within the Institute to enhance their skills;
Ensuring office equipment such as scanners, computers and printers are in good working condition to enhance efficiency; and
Participating diligently in various committees as shall be appointed or tasked from time to time.
Operational Responsibilities / Tasks
Maintain an up-to-date filing system in the office by establishing and monitoring procedures for record keeping of correspondences and file movements for archiving and ease of retrieval for future reference.
Facilitate communication by receiving telephone calls and directing them appropriately;
Facilitate correspondences by date stamping, recording in the appropriate registers for the attention of immediate supervisor;
Type from drafts, manuscripts or recording from dictation machines and processing data and forward to the supervisor for amendments;
Maintain office diary and travel itineraries to ensure timely handling of appointments; and
Maintain visitors book for accountability and future reference.


Required qualifications, Skills and Experience


Business Education Single and Group Certificate Stages I, II and III; from the Kenya National Examination Council;


OR


Diploma in Secretarial Studies from the Kenya National Examination Council;
proficiency in computer applications;
Knowledge in financial management;
Skills in time Management, Interpersonal, Customer care, Communication skills