Job Description
OFFICE ADMINISTRATIVE ASSISTANT – TEN (10) POSTS – V/NO. 209/2023
Gross Salary: Kshs. 88,383 – 121,851 p.m. PSC 3
(Salary includes 60% basic pay and 40% allowances)
Annual Leave: 30 working days per financial year
Medical Cover: As provided by the Commission
Terms of Service: Permanent and pensionable
For appointment to this grade, a candidate must have:-
(i) served for a minimum period of three (3) years in the position of Office
Administrative Assistant CSG 13 and above or in a comparable position in the
Public Service;
(ii) possess the following Single and Group Certificates from the Kenya National
Examinations Council:
a) Typewriting III (50 w.p.m.)
b) Shorthand III (100 w.p.m.)
c) Business English III
d) Office Practice II
e) Secretarial Duties II
f) Commerce II
g) Office Management III
OR
a Diploma in Secretarial Studies from the Kenya National Examinations Council
(KNEC) or equivalent qualifications from a recognized Institution; and
Duties and Responsibilities:
(i) produce documents, briefing papers, reports and maintain confidential documents
in support of the department;
(ii) organize, maintain diaries, make appointments for efficient departmental time
schedules;
(iii) deal with incoming, outgoing mails, calls , all correspondences on behalf of the
managers as first level of communication;
(iv) device and maintain office systems that include data management and files for
efficient records preservation;
(v) draft departmental meeting minutes and transcribe them into internal letterheads
and templates for sign off by the managers;
(vi) communication and follow up on issues that require inter departmental
coordination for the engagement of various stakeholders;
(vii) answer departmental telephone lines and direct lines and directs them to the
respective recipients for further action;
(viii) maintaining up to date file systems in the department and tract file movement out
of department for accountability; and
(ix) requisition for departmental user items like stationery and hospitality items for use
by the staff.