Job Description
ADVERTISEMENT FOR VACANT POSITION OF OFFICE ADMINISTRATOR
(PPRA /OA/6/2023 (1 POST)
The Public Procurement Regulatory is established under the Public
Procurement and Asset Disposal Act, 2015. The Authority’s mission is ‘To
facilitate access to procurement opportunities through enabling regulations
that fosters value for money for national socio-economic development’.
Towards this end, the Authority is seeking to recruit results-oriented
professionals to fill the vacant position of Office Administrator (PPRA
/OA/6/2023 (1 Post).
Job Grade: PPRA 6
Directorate: Office of Director General
Department: Human Resource and Administration
Reporting Relationships
Reports to: Principal Administration Officer
Job Purpose
The job exists to provide secretarial and logistical support to the offices of
the Directors and Deputy Directors and Head of Regional Offices to ensure
smooth running of all Directorate/Departmental/Regional Offices activities
in order to achieve the Institute’s research mandate.
Key Responsibilities /Duties/Tasks
Managerial Responsibilities
Guide junior staff working in the Administrative;
Operational Responsibilities:
1. Recording information in shorthand and transcribing in typewritten
form processing data and managing e-office;
2. Operating office equipment;
3. Ensuring security of office equipment, documents and records;
4. Attending to visitors/clients;
5. Handling telephone calls and appointments;
6. Managing office petty cash;
7. Ensuring good office layout; and
8. Ensuring that all visitors are sanitized before they enter into the
offices.
Job Dimensions:
Financial Responsibilities
Responsible for procurement budget for the office administrative services
approves procurement requisitions for office administrative services
Responsibility for physical assets
1. Computer and accessories
2. Furniture (Assorted)
3. Printers
4. Photocopier
5. Shredder
6. Telephone set
7. Wall clock
8. Fridge
9. Water dispenser
10.Television set
III. Decision making /Job Influence
1. Operational decisions
2. Financial decisions
IV. Working Conditions
1. The job holder will operate in an office setting with numerous visits to
regional offices.
2. Maintaining sensitive records.
3. Minor accidents possible, such as cuts, bruises and strains
4. Exposure to machines, fasteners cuts, dusty files and pins.
Job Competencies (Knowledge, Experience and Attributes/Skills
Academic qualifications
Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office
Management or equivalent qualification from a recognized institution;
OR
Bachelor’s Degree in Social Sciences AND a Diploma in Secretarial Studies
from a recognized institution
Professional Qualifications / Membership to professional bodies
Membership to a relevant professional body and in good standing where
applicable.
Functional skills Behavioral Competencies/Attributes
1. Time management skills
2. Interpersonal skills
3. Management skills
4. Customer care skills
5. Computing Skills
6. Analytical skills
7. Negotiation skills
8. Financial management skills
9. Communication skills
10.Supervisory skills
11.Team player
12.Organizational skills
13.Shorthand and Typing skills
Remuneration Package
• Gross Pay-Ksh 127,000-204,000 Per Month
• 30 leave days per year
• Leave traveling allowance @ I/3 (third) of the basic salary.
• A contributory pension scheme where the Employer contributes 20%
and employee contributes 10% of the basic salary per month.
• Medical cover both in and out patient for self-one spouse and up to
four children. Current annual limits are Out patient Ksh 300,000 and
In-patient Ksh 4,000,000
• Group life cover at basic salary for 60 months.
• Work Injury Benefit Cover and Group personal Accident Cover