Job Description
CHIEF ASSISTANT OFFICE ADMINISTRATOR, JOB GROUP ‘M’ – TWO (2) POSTS ADVERT NO.
53/2021/2022
Salary Scale Kshs: 49,000 x 2,170 – 51,170 x 2,550 – 53,720 x 2,650 - 56,370 x 2,750 –
59,120 x 2,920 – 62,040 x 3,080 – 65,120 p.m.
Duties and Responsibilities
An officer at this level will be deployed to work for a Head of Department. Duties and
responsibilities at this level will entail, taking oral dictation; using e-office to research and
process data; operating; operating office equipment; attending to visitors/clients;
handling telephone calls; coordinating schedules of meetings and
appointments; ensuring security of office records, equipment and documents including
classified materials; preparing responses to routine correspondence; managing office
protocol and etiquette; managing petty cash; monitoring procedures for record keeping
of correspondence and file movements; maintaining an up to date filing system in the
office; coordinating travel arrangements; handling customer inquiries and complaints;
establishing and undertaking any other office administrative services duties that may be
assigned.
Requirements for Appointment
For appointment to this grade, an officer must have: -
i. Served in the grade of Senior Assistant Office Administrator for a minimum period
of three (3) years;
ii. Diploma in Secretarial Studies from the Kenya National Examinations Council;
OR
Business Education Single and Group Certificates (BES & GC) Stages I, III
and III from the Kenya National Examination Council in the following
subjects: -
a. Shorthand III (minimum 120 w.p.m);
b. Typewriting III (50 w.p.m)/Computerized Document Processing III;
c. Business English III/Communication II;
d. Commerce II
e. Office Practice II;
f. Office Management III/Office Administration and Management III;
g. Secretarial Duties II;
iii. Certificate in Public Relations and Customer Care course lasting not less than two
(2) weeks from the Kenya School of Government or any other recognized institution;
iv. Certificate in Supervisory Skills course lasting not less than two (2) weeks from
the recognized institution;
v. Certificate in Computer Application from a recognized institution; and
vi. Shown merit and ability as reflected in work performance.