Assistant Office Administrator - (2 Posts) at Lake Victoria South Water Services Board (LVSWSB)

REF: LVSWWDA/AOA/2023/10

Job Specification 
The Duties and Responsibilities of the Officer will entail assisting in:

• Attending to visitors / clients;
• Ensuring security, integrity and confidentiality of data and information;
• Managing office protocol and etiquette;
• Managing office diary and travel itineraries;
• Receiving and distributing hard copy materials to registry;
• Managing Front Office and Switchboard;
• Providing word -processing and secretarial support;
• Ensuring security of office records, equipment and documents;
• Preparing responses to simple routine correspondences;
• Operating office equipment to include photocopying, printing; 
• Managing the main switchboard;
• Receiving and directing telephone call to the various offices;
• Distributing, collecting, analyzing and compiling a report from the feedback forms for customer care and disability mainstreaming;
• Recording dictation in shorthand and transcribing it typewritten form typing from drafts, manuscripts or recording from dictation machines;
• Planning and scheduling of meetings;
• Preparing and responding to routine correspondences;
• Management of e-office
• Managing office petty cash;
• Coordinating the general administration of the Manager’s office;
• Managing the Manager’s diary;
• Coordinating appointments and travel itineraries for the Manager;
• Attending to visitors / clients
• Handling telephone calls;
• Coordinating schedules of meetings’
• Ensuring security of office records, equipment and documents including classified materials;
• Maintaining an up-to-date filing system in the office;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Preparing responses to simple routing correspondence;
• Managing office protocol and etiquette;
• Ensuring security, integrity and confidentiality of data; and
• Undertaking any other office administrative services duties that may be assigned.

Person specifications 
For appointment to this grade, a candidate must have: -

• Diploma in Secretarial Studies from the Kenya National Examinations Agency OR Passed the following examinations from the Kenya National Examination Agency (KNEC)
  • Typewriting III (Minimum 50 w.p.m) / Computerized document processing III;
  • Shorthand III (110 w.p.m)
  • Business II / Office Administration and Management III
  • Secretarial Duties II;
  • Commerce II;
• Proficiency in Computer Applications;
• Have Proficiency in computer applications skills;