Assistant Office Administrator - 3 Posts at Kenya National Highways Authority (KeNHA)

Job Purpose

• The job holder is responsible for supporting the department assigned for provision of administrative services

Job Specifications

• Duties and responsibilities at this level will entail:
  • maintaining office diary and protocol management;
  • recording dictation in shorthand and transcribing it in typewritten form typing from drafts, manuscripts or recording from dictation machines;
  • processing data;
  • operating office equipment;
  • ensuring good office layout;
  • attending to visitors/clients;
  • handling telephone calls;
  • ensuring security of office records, equipment and documents, including classified materials; and
  • preparing responses to simple routine correspondence.
  • planning and scheduling of meetings;
  • preparing and responding to routine correspondences;
  • management of e-office;
  • management of office protocol; and
  • managing office petty cash;

Person Specifications

• For appointment to this grade, a candidate must have:
  • The following qualifications from the Kenya National Examinations Council:
    • Typewriting III (50 w.p.m.)/Computerized Document Processing III
    • Shorthand II (80 w.p.m.)
    • Business English III/Communications II
    • Office Practice II
    • Secretarial Duties II
    • Commerce II
    • Office Management III/Office Administration and Management III
  • OR Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or its equivalent qualification from a recognized institution;
  • Membership from Kenya National Secretaries Association or any other recognized body.
  • Proficiency in computer applications.
  • Fulfilled the requirements of Chapter Six of the Constitution;

Key Competencies and Skills

• Proficiency Microsoft Office application
• Aligning Performance for Success
• People Management
• Policy formulation and Implementation
• Planning and Coordination
• Strategy formulation and execution
• Change Management skills
• Problem solving skills
• Leadership skills
• IT skills
• Leadership skills
• Communication skills
• Self driven
• Negotiation skills
• High Integrity
• Interpersonal skills
• Ability to work under pressure