Job Description
OFFICE ADMISNISTRATOR (KET 7) ONE (1) POSITION REF: KET/5/1C/40/212/VOL I – B
(04/2024) ON PERMANENT & PENSIONABLE TERMS
Reporting to the Manager, Administration
Job purpose
This Job is responsible for supporting the Head of Departments/Directorates and other office
managers by carrying out administrative/office duties and handling general office
management.
Key Responsibilities;
i). Ensuring proper utilisation of office stationery.
ii). Supporting Head of department/directorate carrying out administrative/office duties;
iii). Coordinating correspondences within the Directorate;
iv). Editing/referencing letters, memos and documents for accuracy before dispatch;
v). Ensuring accurate records management in the directorate by Maintaining office
systems and management of whole filing system to Company standard procedures;
vi). Providing assistance in preparing office procedures; i.e. departmental Annual work
plan, Annual procurement plan;
vii). Providing general support to visitors either in person, by email or phone;
viii). Initiating payments process in the SAP ERP platform upon approval such as Preparing
and monitoring purchase requisitions for vender’s invoice payments for services
rendered i.e. Conference booking, Training fee, Consultancy Services fees, Air ticket
fees and office stationery;
ix). Facilitating team effort by accomplishing related result such as in fast tracking
payment approvals for compensation to PAPs, Consultants, Staff travel memos and
other approvals;
x). Screening Directorate’s /Department’s telephone calls;
xi). Compiling documentary evidence across the department for annual Performance
contracting evaluation and ISO Audit;
xii). Organizing travel arrangements for Senior Managers/General Manager;
xiii). Arranging meetings by reserving hotel conference facilities, board rooms, taxis in
liaison with supply chain department;
xiv). Preserving and upholding departmental sensitive information in a confidential
manner;
xv). Coordinating repairs of office equipment in liaison with administration department;
xvi). Coordinating and maintaining office supplies inventory by checking stock to
determine inventory level; anticipating needed supplies; placing and expediting
orders for supplies through supply chain;
xvii). Coordinating processes related to the administration of human resource activities i.e.
departmental performance appraisals, renewal of contracts;
xviii). Collating directorate ‘s training proposals for forwarding to Human Resource
directorate;
xix). Ensuring the Directorate/Department complies with Company approved branding
manuals standards and guideline relating to letter writing/memo templates and other
Company documents.
Qualifications & Skills required
i). Diploma in Business Administration/Office Management/Human Resource
Management/ Secretarial Course/Inventory Management or related field from a
recognized institution.
ii). Full member of KENASA
iii). Supervisory course lasting not less than two weeks;
iv). A minimum of four (4) years relevant work experience.
Working condition - Office setting and field visits
MANDATORY REQUIREMENTS FOR ALL POSITIONS
Applicants MUST provide the following documents on application:-
i). A Signed application letter;
ii). A detailed Curriculum Vitae indicating current and previous employers, positions held,
level of education, current and expected salary, notice period required to take up
appointment and names of at least three professional referees;
iii). Copies of academic and professional certificates; and
iv). Copy of National Identification Card or Passport.
Important Information to note:
i). Candidates should provide all the details requested for in the advertisement. It is an
offence to include incorrect information in the application;
ii). Only shortlisted and successful candidates will be contacted;
iii). Canvassing in any form will lead to automatic disqualification;
iv). Shortlisted candidates shall be required to produce originals of their National Identity
Card, academic and professional certificates during interviews; and
v). It is a criminal offence to present fake certificates/documents.
Only Successful candidates will be expected to present the following Chapter Six Clearance
Certificates : -
a) Valid Certificate of Good Conduct from the Directorate of Criminal Investigations;
b) Valid Clearance Certificate from Higher Education Loans Board (HELB);
c) Valid Tax Compliance Certificate from Kenya Revenue Authority (KRA);
d) Current Clearance from the Ethics and Anti-Corruption Commission (EACC); and
e) Current Report from an approved Credit Reference Bureau (CRB).