Job Description
SENIOR OFFICE ADMINISTRATOR GRADE 5, ONE (1) POST
Job Purpose
Senior Office Administrator is responsible for providing the front office services for the
smooth coordination of activities of the Agency and serve as the point of linkage between
the Agency and visitors to the Agency.
(a) Job Description
Duties and responsibilities at this level will entail:
(i) Taking oral dictation;
(ii) Using e-office to research and process data;
(iii) Operating office equipment; attending to visitors/clients;
(iv) Handling telephone calls;
(v) Booking rooms and conference facilities;
(vi) Handling customer inquiries and complaints;
(vii) Coordinating schedules of meetings and appointments;
(viii) Coordinating travel arrangements;
(ix) Ensuring security of office records, equipment and documents, including classified
materials;
(x) Ensuring security, integrity and confidentiality of data;
(xi) Establishing and monitoring procedures for record keeping of correspondence and
file movements;
(xii) Maintaining an up to date filing system in the office;
(xiii) Preparing responses to routine correspondence;
(xiv) Managing office protocol and etiquette and managing petty cash; and
(xv) Guide and supervise staff.
(b) Person Specifications
For appointment one must have: -
(i) Served in the grade of Office Administrator for a minimum period of four (4) years;
(ii) Bachelor’s degree in any of the following fields: Secretarial Studies or Business and
Office Management from a recognized institution from a recognized institution;
OR
(iii) Bachelor’s Degree in any Social Sciences plus a Diploma in Secretarial Studies from
a recognized institution;
OR
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 120 w.p.m.);
(b) Typewriting III (50 w.p.m.)/Certificate in Computerized Document;
(c) Processing III;
(d) Business English III/Communications II;
(e) Commerce II;
(f) Office Practice II;
(g) Secretarial Duties II; and
(h) Office Management III/Office Administration and Management III;
(iv) Certificate in Secretarial Management Course from a recognized institution;
(v) Certificate in Senior Management Course or equivalent from a recognized institution;
(vi) Proficiency in Computer applications; and
(vii) Shown merit and ability as reflected in work performance and results.
c) Key competences and skills
(i) Problem solving
(ii) Target setting
(iii) Attention to details
(iv) Ability to work under pressure
d) Emoluments
Basic Salary Range: Ksh. 70,186p.m – Ksh. 85,414 p.m.
House Allowance: Ksh. 30,000 p.m.
Commuter Allowance: Ksh. 9,000 p.m.
Leave Allowance: as prescribed in the HR policy
Medical cover: as prescribed in the HR policy
Terms of service: permanent and pensionable
Duty station: Mombasa