Assistant Office Administrator - 3 Positions at National Transport and Safety Authority

ASSISTANT OFFICE ADMINISTRATOR (GRADE NTSA 9) - REF: NTSA/07/2023/28

• The position holder will be deployed to work in the office of a Deputy Director and will be responsible for day to day administrative services of the office.

Key Duties and Responsibilities

•  Taking oral dictation and transcribing in typed form;
•  Word and data processing from manuscripts;
•  Managing e-office;
•  providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications;
•  Maintaining comprehensive and accurate records;
•  Performing minor accounting duties;
•  Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary;
•  Answering phone calls in a polite and professional manner;
•  Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department;
•  Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters;
•  Operating office equipment;
•  Managing office protocol;
•  Managing office petty cash;
•  Supervising office cleanliness;
•  Undertaking any other office administrative services duties that may be assigned.

Qualifications, Skills and Experience

•  Diploma in Secretarial Studies or in any of the following disciplines: - Business Management/Administration and or management related courses from a recognized institution.

OR

•  Business Education Single and Group Certificates (BES & GC) from Kenya National Examinations Council/Pitman in the following subjects:
  • Typewriting III (50 w.p.m)/Computerized document processing III
  • Shorthand II (80 w.p.m)
  • Business English II/Communications I
  • Office Practice II
  • Secretarial Duties II
  • Commerce II
  • Office Management III/Office Administration and Management III
•  Computer Proficiency;
•  Degree in Business Management is an added advantage; and
•  Excellent written and verbal communication skills, highly organized with good time management skills, and excellent interpersonal skills.