Senior Office Administrator at Kenya Institute of Supplies Management

Job Summary:

The Senior Office Administrator will be responsible for provision of administrative and secretarial services to the CEO’s Office for the smooth coordination of activities of the Institute, maintain professionalism and serve as the point of linkage between the Institute, the Board, and stakeholders to the KISM.

KEY DUTIES AND RESPONSIBILITIES

Managerial / Supervisory Responsibilities

• Coordinate formulation and implementation of administrative policies, procedures and guidelines that contribute to the Institute’s mandate;
• Coordinate planning and scheduling of stakeholders and management meetings as directed by the CEO;
• Coordinate local and international travel itineraries for the CEO;
• Coordinate security of office records, equipment and documents including classified materials the office of the CEO;
• Coordinate drafting, receiving, sorting and dissemination of correspondences, reports, circulars and publications on behalf of the CEO;
• Coordinate filing system and movement in the CEO’s office as per the standard operating procedures;
• Enforce compliance with office protocol and etiquette by screening visitors/clients in order to restrict entry, save on time and maintain order in the office;
• Ensure security and integrity of office records, equipment and documents, including classified materials by preventing unauthorized access in order to ensure integrity and confidentiality;
• Participate in the development and review in procurement plans and office budget to facilitate purchase of appropriate office supplies and equipment within their department;
• Coordinate and monitor procedures for record keeping of correspondence and file movements by maintaining an up-to date filing system that includes archiving of records for ease of document retrieval and reference;
• Oversee the establishment, implementation, and adherence of administrative office procedures and standards in all aspects of works;
• Supervise implementation of corruption prevention and mitigation strategies in the department;
• Participate formulation, implementation and review of departmental annual work plans, budgets and procurement and asset disposal plans in line with the Institute’s performance targets and strategic plan;
• Conduct supervision, coaching, mentoring, training and development of the department staff to ensure an effective and motivated team; and
• Performance management of direct reports by guiding and supervising lower secretarial personnel.

Operational Responsibilities / Tasks

• Supervise day-to-day operational functions at the CEO’s office
• Coordinate appointments by maintaining the office diary to ensure planned activities are conducted on schedule for effective service delivery;
• Liaise with relevant offices regarding personal security for the Chief Executive Officer;
• Maintain the general outlook of the CEO’s office;
• Follow up on key assignments and appointments of the Chief Executive Officer with Government, stakeholders, and clients;
• Handling telephone calls, enquiries and appointments;
• Account for office petty cash in the CEO’s office;
• Maintain visitors’ book for accountability and future reference;
• Promote customer relations by handling internal, local and international client enquiries and complaints;
• Receive office correspondence and forward them to the relevant action officers;
• Recording dictation in shorthand and transcribing in typewritten form; and
• Manage and account for office petty cash.

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

• Bachelor degree in any of the following disciplines: - Secretarial Studies; Business and Office Management or equivalent qualification from a recognized institution;
• Professional qualification and membership to a professional body of a good standing;
• Supervisory course lasting not less than two (2) weeks from a recognized institution;
• Proficiency with computer applications;
• Minimum four (4) years relevant work experience;
• Meet the requirements of Chapter Six of the Constitution; and
• Demonstrated professional competence in management of office administrative services.

SKILLS AND COMPETENCIES

• Analytical skills;
• Interpersonal skills;
• Problem solving skills;
• Supervisory skills;
• Organization and interpersonal skills;
• Communication skills; and
• Attention to detail