Job Description
SENIOR ASSISTANT OFFICE ADMINISTRATOR - GRADE KP ‘7’
(REF. NO. KIPI/ADM/HR/2023/27)
TWO (2) POSITIONS
Terms of service : Permanent and Pensionable
Basic Salary : Ksh. 59,500/= - Ksh. 125,500/= p.m.
House Allowance : Ksh. 28,000/= p.m.
Commuter Allowance : Ksh. 6,000/= 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
i. Reporting to Assistant Manager, Administration, the Senior Assistant Office
Administrator will be responsible for
ii. Using e-office to research and process data;
iii. Word and data processing;
iv. Operating office equipment;
v. Maintaining office diary, appointments and travel itineraries;
vi. Attending to visitors or clients;
vii. Handling telephone calls;
viii. Coordinating schedules of meetings and appointments;
ix. Ensuring security of office records, equipment and documents including classified
materials;
x. Maintaining an up-to-date filing system in the office;xi. Establishing and monitoring procedures for record keeping of correspondence and
file movements;
xii. Preparing responses to simple routing correspondence;
xiii. Managing office protocol and etiquette;
xiv. Ensuring security, integrity and confidentiality of data; and
xv. Undertaking any other office administrative services duty that may be assigned.
(b) Requirements for Appointment
i. Satisfactorily served in the grade of Assistant Office Administrator I 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 110 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; and
(g) Secretarial Duties II;
ii. Certificate in Public Relations and Customer Care Course lasting not less than
two (2) weeks from the Kenya School of Government or any other recognised
Institution;
iii. Membership to relevant professional body;
iv. Certificate in Computer Applications from a recognised Institution; and
v. Must meet the requirements of Chapter 6 of the Constitution of Kenya, 2010.