Candidates must possess the following qualifications, skills, and experience:
An officer seeking appointment to this grade must meet the following criteria:
With a minimum of nine years of cumulative professional experience, a minimum of three years of which must have been served in the capacity of Assistant Office Administrator I or an equivalent role within either the Public or Private sector.
Requires a Diploma in Secretarial Studies, awarded by the Kenya National Examinations Council (KNEW) or an equivalent institution recognized by relevant authorities.
Professional affiliation with an esteemed industry organization in good standing is required.
Proficiency in various computer applications is required, with a strong emphasis on software commonly utilized in office settings.
Achieved recognition for excellence in work performance and outcomes, demonstrating strong merit and capability.
Responsibilities:
JOB PURPOSE
Office Administrative Officers play a pivotal role in maintaining the efficiency and organization of an organization by meticulously managing schedules, facilitating internal and external communications, and ensuring the accuracy and accessibility of office records.
We are seeking a highly motivated individual to join our team in the position of [Job Title]. The ideal candidate will possess a minimum of [X] years of relevant experience in [specific field or industry], along with a proven track record in [key skill or responsibility]. A strong understanding of [specific software, tool, or methodology] is essential, as is the ability to [key responsibility or task]. The role requires exceptional communication skills, both written and verbal, to effectively collaborate with cross-functional teams and stakeholders. Additional qualifications include [specific degree, certification, or requirement], with a preference for candidates who demonstrate [desired attribute or experience]. Key responsibilities will involve [specific duty], [another duty], and [final duty], all of which contribute to [broader goal or objective]. Proficiency in [specific technical or soft skill] is highly advantageous, as is familiarity with [relevant industry standard or practice]. The successful candidate will thrive in a fast-paced environment, demonstrating adaptability, problem-solving abilities, and a commitment to delivering high-quality results.
Capturing spoken information into written form through dictation is part of the role.
Employing e-office tools to conduct data research and facilitate processing tasks.
Operates office equipment efficiently and reliably in accordance with established procedures.
Welcomes and assists guests and clients with professionalism and courtesy.
Managing incoming and outgoing telephone communications effectively and professionally.
Managing reservations for meeting spaces and conference venues; coordinating scheduling to ensure optimal utilization of available rooms and facilities.
Resolving customer inquiries and addressing complaints promptly to ensure high levels of satisfaction and service excellence.
Safeguarding office records, equipment, documents, and classified materials to maintain security standards is a key responsibility of this role.
Safeguarding the security, integrity, and confidentiality of all data assets is a primary responsibility.
Maintaining a current and organized filing system within the office is essential.
Develops and formulates replies to standard written inquiries.
Overseeing office protocol and etiquette procedures ensures a professional and harmonious work environment. This includes establishing and maintaining standards for professional behavior, communication, and interactions among staff and with external stakeholders. Additionally, it involves creating guidelines for appropriate conduct in various workplace scenarios, fostering a respectful and inclusive atmosphere.
Administering petty cash funds entails maintaining accurate records, reconciling transactions, and ensuring proper documentation for all disbursements and reimbursements in accordance with established financial policies.
Analyzing potential vulnerabilities within the department to proactively address and mitigate risks.
The department’s charter will be executed in accordance with established guidelines and oversight protocols.
Driving initiatives focused on Business Process Re-engineering (BPR) represents the core responsibility of this role.
Develop and execute the department’s business continuity plan to ensure operational resilience and minimal disruption during unforeseen events.
Cultivating an organizational environment where ethical conduct and responsible corporate behavior are prioritized and embedded in everyday operations.
Submit your application via the specified method outlined below.
Qualifications
BA/BSc/HND
Experience Required
9 years
