Assistant Office Administrator II at The Commission on Administrative Justice (Office of The Ombudsman)

Duties and Responsibilities:

• Taking oral dictation;
• Managing e-office;
• Word and data processing;
• Operating office equipment;
• Maintaining office diary, appointments and travel itineraries;
• 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 routine correspondence;
• Managing office protocol and etiquette;
• Supervising office cleanliness; managing petty cash;
• Ensuring security, integrity and confidentiality of data; and
• Undertaking any other office administrative services duties that may be assigned; and
• Any other duty as may be assigned from time to time.

Job Specification

For appointment to this grade, an officer must have: -

• Served in the grade of Assistant Office Administrator III for a minimum period of four (4) years or its equivalent;
• Diploma in Secretarial Studies from Kenya National Examinations Council (KNEC); or
• Business Education Single and Group certificates (BES &GC) Stages I, II, and III from the Kenya National Examinations Council (KNEC) in the following subjects:
• Shorthand III (Minimum 120w.p.m)
• Typewriting III (50w.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 Customer Care course from a recognized institution;
• Certificate in Computer Application Skills from a recognized institution; and