Job Description
IPOA/HR/20/2024; OFFICE ADMINISTRATOR II, IPOA GRADE 9 (1 POSITION)
Job Title Office Administrator II
Grade IPOA 9
Directorate Human Resource and Administration
Department Administration
Location / Work Station Headquarters, Nairobi
Reports to Office Administrator I
Job Purpose
Responsible for provision of secretarial services in an effective and efficient
manner throughout the Authority.
Key Responsibilities/ Duties / Tasks
1. Support implementation of policies, strategies, guidelines, plans, standards and
procedures that impact on Office Administration Services;
2. Manage correspondences;
3. Develop and maintain the filing system in the respective office of deployment;
4. Support organization of meetings and prepare necessary materials for the
meeting;
5. Schedule appointments and meetings;
6. Make travel arrangements;
7. General administration of the office;
8. Answer and direct phone calls;
9. Update records in the respective office of deployment;
10.Consolidate data for reports development in respective office of deployment;
11.Implement management decisions;
12.Develop and implement individual work plan.
Job Dimensions:
I. Financial Responsibility
Prepare annual work plan, procurement plan and budgets.
II. Responsibility for Physical Assets
Responsible for Office equipment, furniture and records
III. Decision Making / Job Influence
Operational decisions
IV. Working Conditions
Predominantly in an office setting with occasional field travel.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
Bachelor’s Degree in Secretarial Studies or Business and Office Management or
equivalent qualifications from a recognized Institution;
OR
Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a
recognized institution.
Previous relevant work experience required.
This is an entry level job
Functional Skills, Behavioral Competencies/Attributes:
Functional Skills: Behavioral Competencies/Attributes:
1) Record management
2) Organization and Planning
3) Dispute Resolution
4) Decision Making
5) Interpersonal
6) Communication
7) Analytical
1) Transparency and accountability
2) Ethics and Integrity
3) Team player
4) Creativity and innovation
5) Emotional intelligence
6) Resilience
7) Independence