Assistant Office Administrator at Kenya Literature Bureau (KLB)

JOB REF HR AOA -7-2021

Reports to: Administration Manager

DUTIES AND RESPONSIBILITIES

• Undertakes administrative work and management of the office.
• Manages office diary and staff attendance lists for the department.
• Manages and coordinates smooth operations of the office including scheduling appointments, meetings, engagements.
• Organizes and prepares of documents for appointments and meetings.
• Maintains office filling system for ease of retrieval of documents.
• Receives and dispatches correspondence; opens, sorts and screens incoming mail and maintains a record of documents for reference.
• Drafts official communication and correspondences to internal and third parties.
• Maintains monthly records of the office expenses.
• Ensures adequate supply of office requirements and keeps records of office supplies inventory.
• Organizes and facilitates travel itineraries.
• Provides effective and efficient customer services.
• Oversees the performance of clerical staff by assigning duties.

JOB SPECIFICATIONS (EDUCATION, EXPERIENCE, KNOWLEDGE AND SKILLS)

• Bachelor’s Degree in Social Sciences or its equivalent.
• Diploma in Business Administration or Management is an added advantage.
• Must be a member of Kenya National Secretaries Association in good standing.
• Minimum of 2 years of relevant work experience.
• Problem solving, integrity, good communication, organization and planning skills.
• A good team player, maintains high work standards, reliable, easily adapts to new environments, pays attention to detail and self-motivated.