Job Description
CAJ/JOB/008/08/2023
INDENT FOR THE POSITION OF ASSISTANT OFFICE ADMINISTRATOR II
JOB TITLE : ASSISTANT OFFICE ADMINISTRATOR II
REPORTING TO :ASSISTANT DIRECTOR HUMAN RESOURCE AND
ADMINISTRATION
DEPARTMENT : CORPORATE SERVICES
JOB GRADE : CAJ 8
NO. OF POSTS :2
TERMS OF EMPLOYMENT : PERMANENT & PENSIONABLE
DUTY STATION : REGIONAL OFFICES
DUTIES AND RESPONSIBILITIES:
i Taking oral dictation;
ii Managing e-office;
iii Word and data processing;
iv Operating office equipment;
v Maintaining office diary, appointments and travel itineraries;
vi Attending to visitors/clients;
vii Handling telephone calls; coordinating schedules of meetings;
viii Ensuring security of office records, equipment and documents, including classified materials;
ix Maintaining an up to date filing system in the office;
x Establishing and monitoring procedures for record keeping of correspondence and file movements;
xi Preparing responses to simple routine correspondence;
xii Managing office protocol and etiquette;
xiii Supervising office cleanliness; managing petty cash;
xiv Ensuring security, integrity and confidentiality of data; and
i Undertaking any other office administrative services duties that may be assigned; and
ii Any other duty as may be assigned from time to time.
JOB SPECIFICATION
For appointment to this grade, an officer must have: -
i Served in the grade of Assistant Office Administrator III for a minimum period of four (4) years or its equivalent;
ii Diploma in Secretarial Studies from Kenya National Examinations Council (KNEC); or
iii Business Education Single and Group certificates (BES &GC) Stages I, II, and III from the Kenya National Examinations Council (KNEC) in the following subjects:
iv Shorthand III (Minimum 120w.p.m)
v Typewriting III (50w.p.m)/Certificate in Computerized document processing III
vi Business English III/Communications II
vii Commerce II
viii Office Practice II
ix Secretarial Duties II, and
x Office Management III/Office Administration and Management III
xi Certificate in Customer Care course from a recognized institution;
xii Certificate in Computer Application Skills from a recognized institution