Seeking candidates with a proven track record in the specified domain, complemented by a robust educational background and relevant certifications where applicable. Essential competencies include strong analytical abilities, meticulous attention to detail, and exceptional communication skills, both written and verbal. Proficiency in industry-standard software and tools is mandatory, alongside the capacity to work collaboratively in cross-functional teams. Prior experience in a similar role—ideally with demonstrated leadership or mentorship capabilities—is highly desirable. Additionally, familiarity with regulatory requirements and best practices within the field is required to ensure compliance and operational excellence.
An officer seeking appointment to this grade must meet the following requirements:
With a minimum of nine years of cumulative professional experience, including at least three years 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.
Professional membership in an industry-recognized organization, held in good standing, is required.
Proficiency in various computer applications is required, encompassing a broad range of software tools and platforms. Candidates must demonstrate a strong command of digital tools to support daily operations and project execution.
Results-driven professional with a proven track record of achieving high performance and tangible outcomes in past roles.
Responsibilities include managing daily operations to ensure efficient workflow, overseeing project execution from initiation to completion, and maintaining high standards of quality and compliance with organizational policies. Additionally, the role requires coordinating cross-functional teams, addressing operational challenges, and implementing process improvements to enhance productivity. The position demands strong leadership skills to guide teams toward achieving strategic objectives, as well as meticulous attention to detail in monitoring performance metrics and reporting outcomes to stakeholders. Collaborating with senior management to align activities with broader business goals is also a key responsibility.
JOB PURPOSE
The Office Administrative Officers play a pivotal role in sustaining the seamless functioning of an organization by adeptly managing schedules, facilitating clear communication, and meticulously maintaining office documentation.
JOB DESCRIPTION
Taking written notes from spoken instructions or verbal communication, accurately capturing and transcribing the content as directed.
Researching and processing data utilizing the E-Office system.
Responsible for the efficient operation and maintenance of all office equipment, including copiers, printers, scanners, and fax machines, ensuring optimal functionality and minimal downtime. Performs routine checks, troubleshoots technical issues, and coordinates repairs with external service providers when necessary. Maintains accurate records of equipment usage, supplies, and service history to support inventory management and budget planning. Collaborates with IT and facilities teams to address equipment-related needs and upgrades. Adheres to safety protocols and manufacturer guidelines to extend the lifespan of office machinery.
Providing courteous and professional assistance to guests and clients upon their arrival is a key responsibility.
Answering and managing incoming and outgoing phone communications with professionalism and efficiency.
Responsible for reserving rooms and conference facilities, ensuring all bookings are accurately recorded and managed to meet organizational needs.
Responding to customer inquiries and resolving complaints effectively are essential duties.
Safeguarding office records, equipment, and documents—including those containing classified information—from unauthorized access or compromise is a key responsibility.
Maintaining rigorous standards for the protection, accuracy, and privacy of data remains a critical responsibility.
Maintaining a current and organized filing system within the office environment is essential.
Preparing responses to routine correspondence;
Overseeing established office protocols and maintaining professional etiquette are essential responsibilities. This includes ensuring adherence to company guidelines and fostering a respectful, efficient work environment.
Overseeing small cash funds and ensuring accurate record-keeping for minor transactions are essential duties. You will be responsible for maintaining the petty cash fund, reconciling discrepancies, and processing reimbursements promptly. Attention to detail and adherence to financial policies are required to safeguard company resources and facilitate smooth operations.
Analyzing potential risk factors within the department is essential to ensure operational integrity and compliance with established standards.
To establish and uphold the department’s charter, ensuring alignment with organizational objectives and governance standards.
Facilitating Business Process Re-engineering (BPR) initiatives to enhance operational efficiency and drive transformative change within the organization.
Developing and executing the department’s business continuity plan is a key responsibility of this role.
Cultivating a corporate environment that upholds ethical standards and embodies the principles of responsible corporate citizenship.
go to method of application
Qualifications
BA/BSc/HND
Experience Required
9 years
