Senior Assistant Office Administrator at Machakos University

Grade 9/10 – (1 Position) MksU/SEC/01/21

Requirements for Appointment

1. Bachelor’s Degree/ Higher Diploma in a relevant field
2. Must have the following professional qualifications from KNEC; Diploma in Secretarial Studies OR Business English III, Commerce II, Secretarial Duties II, Office Practice II, Office Management III, Shorthand III (100 wpm)/AudioType-writing, Typewriting III (50 Wpm) Document Processing III.
3. Six (6) years relevant working experience, three (3) at the level of Assistant Office Administrator I, Grade 7/8 or equivalent.
4. Must have served in an Executive Office for at least three (3) years.
5. Must be proficient in both verbal and written communication.
6. Must possess excellent interpersonal skills.
7. Must be able to multi-task and prioritize tasks.
8. Should work under minimal supervision.
9. Should be able to work under pressure and for long hours.

Key Responsibilities

1. Receive telephone calls, memos and other forms of communication on behalf of the office on a daily basis so as to disseminate the same to the respective recipients and perform all public relations duties.
2. Receive office guests on a regular basis so as to respond to their queries or offer necessary directions such as booking appointments with both internal and external customers.
3. Type assigned documents on a regular basis for use in current operations and future references.
4. Respond to regular information and/or retrieve requests in the office.
5. Maintain and regularly update records on office inventory.
6. Draft regular official correspondence and respond to external enquiries so as to facilitate information flow.
7. Ensure proper archiving and security of documents in the office for use in future decision making.
8. Maintain and regularly update the CEO’s itinerary.
9. Ensure proper utilization of the assigned office float for use in availing basic
10. services and purchase of basic office support materials.