Key Responsibilities / Duties / Tasks


Taking oral dictation; Using e-office to research and process data;
Attending to visitors/clients;
Handling telephone calls;
Handling customer inquiries and complaints;
coordinating schedules of meetings and appointments;
Coordinating travel arrangements;
Ensuring security of office records, equipment and documents including classified materials;
Ensuring security, integrity and confidentiality of information;
Maintaining an up to date filing system in the office;
Preparing responses to routine correspondence;
Overseeing office protocol and etiquette;
Guiding and supervising other office administrative services personnel;
Maintaining office diary, appointments and travel itineraries;
Coordinating schedules of meetings;
Monitoring procedures for record keeping of correspondence and file movements;
Supervising office cleanliness; and
Establishing and monitoring procedures for record keeping of correspondence and file movements;


Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications


Diploma in Administration/Business Management, or its equivalent qualification from a recognized Institution Diploma in Secretarial Studies from a recognized institution.


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 120 w.p.m.).
Typewriting III (50 w.p.m.)/Computerized Document Processing III;
Business English III/Communications III.
Commerce II.
Office Practice II/Office Procedures.
Office Management III/Office Administration and Management III.
Secretarial Duties II;




Professional Qualifications / Membership to professional bodies


N/A


Previous relevant work experience required.


Served for a cumulative period of nine (9) years relevant work experience three (3) of which should have been in the grade of Assistant Office Administrator I or in a comparable position in the Public Service or private sector.


Functional Skills:


Strategic capability
Managerial skills
Communication skills
Leadership skills
Team management skills
Critical thinking and Decision making
Problem solving skills.
IT Proficiency skills
Organizational skills
Analytical skills


Behavioral Competencies/ Attributes:


Interpersonal skills
Adaptability and decisiveness
Proactive, networking and negotiating skills.
Detail oriented.
Commitment to work
Stress management skills.
Integrity
Emotional intelligence
Confidentiality
Ability to work in a multi-racial environment and appreciate other cultures