Senior Office Administrator Grade 5 (1 Post) at Kenya School of Government

• The successful candidate will be reporting to Manager Human Resource and Administration, will be responsible for handling visitors and general office administration. The appointment will be on permanent terms, subject to satisfactory performance.

Specific duties and responsibilities will entail:

• Attending to visitors/clients;
• Ensuring security, integrity and confidentiality of data and information;
• Managing office protocol and etiquette;
• Maintaining office diary and travel itineraries;
• Receiving and distributing hard copy materials to registry;
• Managing front office and switchboard;
• Providing word -processing and secretarial support;
• Ensuring security of office records, equipment and documents;
• Receiving and direct telephone call to the various offices;
• Distributing, collecting, analyzing and compiling a report from the feedback forms for customer care and disability mainstreaming;
• Recording dictation in shorthand and transcribe it in typewritten form typing from drafts, manuscripts or recording from dictation machines;
• Planning and scheduling for meetings;
• Preparing and responding to routine correspondences;
• Managing e-office;
• Managing office petty cash
• Handling telephone calls;
• Coordinating meetings;
• Maintaining an up to date filing system in the office;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Supervising office cleanliness.

Qualifications and Work experience

• For appointment to this Grade a candidate must have: -
• At least four (4) years relevant work experience;
• Bachelor’s degree in Secretarial Studies or equivalent from a recognized institution; or Bachelor’s degree in social sciences with a Diploma in Secretarial Studies from a recognized institution.
• Passed the following examinations from the Kenya National Examinations Council (KNEC);
• Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
• Shorthand III (120 w.p.m);
• Business English III/Communications I;
• Office Management III/Office Administration and Management III;
• Secretarial Duties II;
• Commerce II;
• Supervisory Skills Development Course lasting not less than two (2) weeks from a recognized institution;
• Proficiency in computer applications