Seeking candidates with a strong academic background, demonstrated proficiency in relevant technical skills, and substantial hands-on experience within the specified field. Essential requirements include a degree or certification pertinent to the role, along with expertise in key methodologies and tools. Preferred qualifications encompass specialized training, industry-recognized certifications, or advanced degrees, depending on the position’s demands. Additionally, employers may prioritize applicants with prior experience in similar environments, leadership roles, or project management capabilities. Fluency in specific languages, adherence to compliance standards, or possession of niche technical skills could further enhance an applicant’s candidacy.
For consideration at this grade level, candidates are required to have attained the following:
Candidates must possess a minimum of nine years of cumulative professional experience, with at least three of those years served in the capacity of Assistant Office Administrator I or an equivalent role within either the public or private sector.
Possesses a Diploma in Secretarial Studies awarded by the Kenya National Examinations Council (KNEW) or an equivalent qualification from a recognized institution.
Membership in a pertinent professional organization with a current, active status.
Proficiency in utilizing various computer applications is essential, with a strong emphasis on software relevant to the role. Candidates must demonstrate the ability to navigate and leverage digital tools effectively to support daily tasks and long-term projects. Familiarity with industry-standard applications and the capacity to adapt to new technological advancements are highly valued.
Achieving exceptional results through consistent performance and proven capabilities.
Oversee the execution of daily operations to ensure adherence to established policies and procedures. Facilitate collaboration among team members to achieve project milestones and organizational objectives. Monitor departmental performance metrics to identify areas for improvement and implement corrective actions where necessary. Prepare and present regular reports to senior management detailing progress, challenges, and strategic recommendations. Provide mentorship and guidance to staff to foster professional development and enhance team productivity. Maintain compliance with industry regulations and internal standards to mitigate risks and uphold accountability.
JOB PURPOSE
Office Administrative Officers play a crucial role in maintaining the seamless functioning of an organization by expertly overseeing calendars, managing communications, and ensuring the accuracy and organization of office records.
JOB DESCRIPTION
Capturing and transcribing spoken instructions or information provided by a superior or client.
Using e-office to gather, analyze, and process data efficiently, ensuring accuracy and timely delivery of insights.
Responsible for the operation and maintenance of office equipment, including but not limited to printers, scanners, copiers, and fax machines, ensuring they function efficiently and are readily available for use.
Warmly greeting and assisting visitors and clients upon arrival ensures a welcoming and professional first impression, facilitating smooth interactions and providing essential support throughout their visit or inquiry.
Answering and processing incoming telephone calls efficiently and professionally forms a core responsibility of this role. The individual must promptly address inquiries, route calls to appropriate departments or personnel, and maintain clear, courteous communication throughout each interaction. Accuracy in documenting call details and ensuring follow-up actions are completed as required are also essential duties.
Responsibilities include reserving rooms and conference facilities as needed.
Responding to customer inquiries and resolving complaints constitute core responsibilities, ensuring inquiries are addressed promptly and issues are escalated or resolved efficiently to uphold customer satisfaction and service excellence.
Maintaining the confidentiality and integrity of office records, equipment, and documents—including classified materials—is a critical responsibility.
Safeguarding data against unauthorized access, maintaining its accuracy and reliability, and protecting sensitive information from disclosure are critical responsibilities of this role.
Maintaining an organized and current filing system within the workplace is essential.
Drafting replies to standard communications to ensure timely and accurate responses.
Overseeing established office protocol and maintaining professional etiquette are key responsibilities.
Overseeing the petty cash fund involves ensuring accurate disbursement, reconciliation, and documentation of all transactions to maintain proper financial records.
Analyzing potential risk areas within the department to proactively address vulnerabilities and ensure operational integrity.
Develop and execute the department’s formal charter to establish its strategic direction, governance framework, and operational parameters.
Facilitating Business Process Re-engineering (BPR) initiatives is a key responsibility of this role.
Developing and executing the department’s business continuity plan is a key responsibility.
Promoting a corporate culture rooted in ethical principles and responsible corporate citizenship.
For consideration, kindly submit your application through the designated method outlined on the official application portal. Ensure all required documents and information are provided accurately to facilitate the review process. Applications submitted via alternative routes will not be processed.
Qualifications
BA/BSc/HND
Experience Required
9 years
