Job Description
Position
Summary/
Purpose
The Office Administration Function entails:- receive and
attend to clients; make appointments; handle
correspondences and telephone calls; record dictation in
shorthand; typewrite, process data and reprography;
maintain office diary; deal with protocols and travel
itineraries; ensure good office layout; operate fax machines,
manage e-office; plan/organize meetings,
workshop/conferences and seminars; undertake
administrative work and manage the office; and ensure
security of office documents, records and secretarial
equipment.
Key Responsibilities;
Duties and responsibilities will entail: -
i. Recording dictation in shorthand and transcribing it in typewritten form;
ii. Typing from drafts, manuscripts or recording from dictation machines;
iii. Processing data;
iv. Operating office equipment; attending to visitors/clients;
v. Handling telephone calls in that office and appointments;
vi. Ensuring security of office records, documents and equipment including
classified materials;
vii. Preparing responses to simple routine correspondence; and
viii. Guiding and supervising secretarial personnel under him/her.
Qualifications
For appointment to this grade, a candidate must have:
i. Kenya Certificate of Secondary Education, mean grade C- (minus) with at
least C (plain) in English Language or its equivalent qualification from a
recognised institution
ii. Bachelor’s Degree in any of the following disciplines: - Secretarial Studies,
Office Management, Business and Office Management any other relevant
degree from an institution recognised in Kenya; OR Bachelor’s degree in
social sciences plus a diploma in secretarial studies from an institution
recognised in Kenya ;
iii. Computer Literacy; and
iv. Shown merit and ability as reflected in work performance and results.