Senior Office Administrator at UNESCO - United Nations Educational, Scientific and Cultural Organization

Grade

KNC 4/C2

Remuneration

• Gross monthly package Ksh. 81,585 – 104,211 Pm
• Leave Allowance – Ksh. 6,000
• Medical Allowance – As per scheme rules
• Group Life & Accident Cover– As per scheme rules

Terms

Permanent and Pensionable

Pension Contribution rate (basic salary)

• Employee - 7.5%
• Employer - 12.5%

Responsibilities

This Officer will be deployed to serve a cluster of offices and be responsible for Office administrative services in a results oriented and timely manner to achieve the Office goals, objectives and agreed performance targets. This will entail inter alia:

• Manage the Offices communications by handling telephone calls and appointments;
• Ensure proper Office layout and coordinating schedules of meetings and venues;
• Using e-office to research and process data
• Manage the customer care services by receiving and attending to clients and enquiries;
• Ensuring security, integrity and confidentiality of data;
• Schedule and confirm appointments for customers, staff or VIP clients.
• Set up and manage paper or electronic filing systems and maintain Office documents
• Operate Office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Maintaining an up to date filing system in the office.
• Ensure security of Office records, documents and equipment’s including classified materials.
• Guide and supervise other office administrative service personnel.
• Establish and monitor procedures for record keeping of correspondences and file movement;
• Manage Office protocol and etiquette and petty cash;
• Any other tasks as may be assigned by the Secretary General/CEO.

Job specifications

Academic & Professional

• A minimum of a Bachelor’s Degree in Secretarial Studies or a Bachelor of Business and Office Management or equivalent
• Qualifications qualifications from a recognized institution;
• Certificate in secretarial management course from a recognized institution
• Certificate in computer applications from a recognized institution

Experience

• Possess a minimum of four (4) years of experience in the relevant field or profession working in a similar State Agency or comparable organization;
• Demonstrated competence in managing a senior management Office in a comparable organization
• A self-motivated individual with the ability to work under minimal supervision
• Possess industry knowledge and experience of executive Office processes and procedures
• Possession of good knowledge of ethics, protocol and executive Office etiquette

Personal qualities

Ability to multi task; Good interpersonal and communication skills; Team player, resourceful, flexible, have integrity and commitment to production results, self-motivated, dependable, organized, professional and must satisfy the requirements of chapter six of the Constitution of Kenya on leadership and integrity.