Principal Assistant Office Administrator

Requirements

• Served in the grade of chief assistant office administrator for a minimum period of three (3) years;
• Diploma in secretarial studies from the Kenya National Examinations Council; OR Business education single and group certificates (BES & GC) stages I, II and III from the Kenya National Examination Council in the following subjects;

• a) Shorthand III (minimum 120 w.p.m)
• b) Typewriting III (50 w.p.m)/Computerized document processing III
• c) Business English III/Communication II
• d) Commerce II
• e) Office Practice II
• f) Office management III/office administrative and management III
• g) Secretarial duties II

• iii. Certificate in secretarial management course lasting not less than three (3) weeks from Kenya School of Government or any other recognized institution;
• iv. Certificate management course lasting not less than four (4) weeks from a recognized institution;
• v. Certificate in computer application from a recognized institution;
• vi. Demonstrated professional competence in office administrative services

Duties and Responsibilities

• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment;
• Attend to visitors/clients;
• Handling telephone calls;
• Handling customer inquiries and complaint;
• Coordinating schedules of meeting and appointments;
• Coordinating travel arrangements;
• Ensuring security of office records, equipment and documents including classified materials;
• Ensuring security, integrity and confidentiality of data, establishing and monitoring procedures for record keeping correspondences and file movements;
• Maintaining an up to date filing system in the office;
• Protocol and etiquette;
• Managing petty cash and any other office administrative services duties that may be assigned.
• In addition, the officer will guide and supervise other office administrative services personnel