Principal Assistant Office Administrator

JOB REQUIREMENTS

For appointment to this grade, a candidate must have: –

1. 1. 1. Served in the grade of chief assistant office administrator for a minimum period of three (3) years;
      2. Diploma in secretarial studies from the Kenya National Examinations Council;

OR 

Business education single and group certificates (BES & GC) stages I, II and III from the Kenya National Examination Council in the following subjects;

1. a)Shorthand III (minimum 120 w.p.m)
2. b)Typewriting III (50 w.p.m)/Computerized document processing III
3. c)Business English III/Communication II
4. d)Commerce II
5. e)Office Practice II
6. f)Office management III/office administrative and management III
7. g)Secretarial duties II

iii.        Certificate in secretarial management course lasting not less than three (3) weeks from Kenya School of Government or any other recognized institution;

1.         Certificate management course lasting not less than four (4) weeks from a recognized institution;
2.         Certificate in computer application from a recognized institution; and
3.         Demonstrated professional competence in office administrative services

JOB DESCRIPTION

Duties and responsibilities;

An officer at this level will be deployed to work in either the office of a CECM or a Chief Officer in a Department. Duties and responsibilities will entail;

1.         Taking oral dictation;
2.         Using e-office to research and process data;

iii.        Operating office equipment;

1.         Attend to visitors/clients;
2.         Handling telephone calls;
3.         Handling customer inquiries and complaint;

vii.        Coordinating schedules of meeting and appointments;

viii.        Coordinating travel arrangements; ensuring security of office records, equipment and documents including classified materials;

1.         Ensuring security, integrity and confidentiality of data, establishing and monitoring procedures for record keeping correspondences and file movements;
2.         Maintaining an up to date filing system in the office;
3.         Protocol and etiquette;

xii.        Managing petty cash and any other office administrative services duties that may be assigned.

xiii.        In addition, the officer will guide and supervise other office administrative services personnel