Chief Assistant Office Administrator at Kitui County

Requirements for Appointment

For appointment to this grade, an officer must have:-

• Served in the grade of Senior Assistant Office Administrator for a minimum period of three (3) years;
• Diploma in Secretarial Studies from the Kenya National Examinations Council;

OR

Business Education Single and Group Certificates (BES & GC) Stage 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 II;
• Commerce II;
• Office Practice II;
• Office Management III/Office Administration and Management III;
• Secretarial Duties II;
• Certificate in Secretarial Management Course lasting not less than four (4) weeks from Kenya School of Government or any other Government Training Institute;
• Certificate in Supervisory Skills Course lasting not less than two (2 weeks from a recognized institution;
• Certificate in Computer Applications from a recognized institution; and
• Shown Merit and ability as reflected in work performance and results.

Duties and Responsibilities

Duties and Responsibilities at this level will entail:

1. Taking oral dictation;
2. Using e-office to research and process data;
3. Operating office equipment;
4. Attending to visitors/clients;
5. Handling telephone calls;
6. Coordinating schedules of meetings and appointments;
7. Ensuring security of office records, equipment and documents, including classified materials;
8. Preparing responses to routine correspondence;
9. Managing office protocol and etiquette;
10. Managing petty cash;
11. Monitoring procedures for record keeping of correspondence and file movements;
12. Maintaining an up to date filing system in the office;
13. Coordinating travel arrangements;
14. Handling customer inquiries and complaints;
15. Establishing and undertaking any other office administrative services duties that may be assigned.