Job Description
ASSISTANT OFFICE ADMINISTRATOR I - GRADE KP ‘8’
(REF. NO. KIPI/ADM/HR/2023/30)
ONE (1) POSITION
Terms of service : Permanent and Pensionable
Basic Salary : Ksh. 49,000/= - Ksh. 105,500/= p.m.
House Allowance : Ksh. 16,500/= p.m.
Commuter Allowance : Ksh. 5,000/= 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 Assistant Manager, Administration, the Assistant Office Administrator I will be
responsible for:
i. Using e-office to research and process data;
ii. Word and data processing;
iii. Operating office equipment;
iv. Maintaining office diary and travel itineraries;
v. Attending to visitors or clients;
vi. Handling telephone calls and appointments;
vii. Ensuring security of office records, equipment and documents including classified
materials;
viii. Maintaining an up-to-date filing system in the office;
ix. Establishing and monitoring procedures for record keeping of correspondence and
file movements;
x. Preparing responses to simple routine correspondence;
xi. Managing office protocol and etiquette;
xii. Ensuring security, integrity and confidentiality of data; and
xiii. 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 II for a minimum
period of three (3) years; and
ii. Diploma in Secretarial Studies from the Kenya National Examinations Council;
ORi. 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 100 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;
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