Job Purpose

• Senior Office Administrator is responsible for providing the front office services for the smooth coordination of activities of the Agency and serves as the point of linkage between the Agency and visitors to the Agency.

Job Description

Duties and responsibilities at this level will entail:

• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment; attending to visitors/clients;
• Handling telephone calls;
• Booking rooms and conference facilities;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring the security of office records, equipment, and documents, including classified materials;
• Ensuring security, integrity and confidentiality of data;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filing system in the office;
• Preparing responses to routine correspondence;
• Managing office protocol and etiquette and managing petty cash; and
• Guide and supervise staff.

Person Specifications

For an appointment one must have: –

• Served in the grade of Office Administrator for a minimum period of four (4) years;
• 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

• Bachelor’s Degree in any Social Science 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:
• Shorthand III (minimum 120 w.p.m.);
• Typewriting III (50 w.p.m.)/Certificate in Computerized Document;
• Processing III;
• Business English III/Communications II;
• Commerce II;
• Office Practice II;
• Secretarial Duties II; and
• Office Management III/Office Administration and Management III;
• Certificate in Secretarial Management Course from a recognized institution;
• Certificate in Senior Management Course or equivalent from a recognized institution;
• Proficiency in Computer applications; and
• Shown merit and ability as reflected in work performance and results.

Key competencies and skills

• Problem-solving
• Target setting
• Attention to details
• Ability to work under pressure