Job Description
PRINCIPAL ASSISTANT OFFICE ADMINISTRATOR – GRADE KP ‘6’
(REF. NO. KIPI/ADM/HR/2023/22)
TWO (2) POSITIONS
Terms of service : Permanent and Pensionable
Basic Salary : Ksh. 71,500/= – Ksh. 149,500/= p.m
House Allowance : Ksh. 35,000/= p.m
Commuter Allowance : Ksh. 8,000/= p.m
Medical Cover : As per KIPI’s medical policy
Leave Allowance : As per KIPI Human Resource Manual
Annual Leave : 30 working days per financial year
(a) Duties and Responsibilities
Reporting to the Managing Director, the Principal Assistant Office Administrator will be
responsible for
i) Using e-office to research and process data;
ii) Operating office equipment;
iii) Attending to visitors and clients;
iv) Handling telephone calls;
v) Handling customer inquiries and complaints;
vi) Coordinating schedules of meetings and appointments;
vii) Coordinating travel arrangements;
viii) Ensuring security, integrity and confidentiality of data;ix) Establishing and monitoring procedures for record keeping of correspondence and file
movements;
x) Maintaining the office diary;
xi) Preparing responses to routine correspondence;
xii) Offering Board secretarial services;
xiii) Any other duty that may be assigned.
(b) Requirements for Appointment
Bachelor’s Degree in Secretarial Studies or Bachelor of Business and Office Management from
a recognised Institution;
OR
Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognised
Institution;
OR
i) Satisfactorily served in the grade of Senior Assistant Office Administrator for a
minimum period of three (3) years; and
ii) Diploma in Secretarial Studies from the Kenya National Examinations Council;
OR
i. Business Education Single and Group Certificates (BES & GC) Stages I, II and III from
the Kenya National Examinations Council in the following subjects:
(a) Shorthand III (minimum 120 w.p.m);
(b) Typewriting III (50 w.p.m) or Computerized Document Processing III;
(c) Business English III or Communications II;
(d) Office Practice II;
(e) Commerce II;
(f) Office Management III or Office Administration and Management III;
(g) Secretarial Duties II;
(h) Certificate in Secretarial Management Course lasting not less than three (3) weeks
from Kenya School of Government or any other recognised institution;
(i) Certificate in Computer applications from a recognised Institution;
(j) Demonstrated professional competence in management of office and
administrative services;
(k) Good communication and interpersonal skills;
(l) Strong organizational skills and attention to detail;
(m) Membership to relevant professional body;
(n) Ability to handle confidential and sensitive information in a professional manner; and
(o) Must meet the requirements of Chapter 6 of the Constitution of Kenya, 2010.