Assistant Office Administrator at Northern Water Works Development Agency (NWWDA)

REF: NWWDA/Job-08/2023

Job Specification 
This will be the entry and training grade for certificate holders in this cadre. An officer at this level will work under direct supervision of a senior officer. 

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;
• Maintaining 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 in 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 routine correspondence; 
• managing office protocol and etiquette; 
• supervising office cleanliness; 
• 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 Examinations Agency (KNEC);
  • Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III; 
  • Shorthand III (110 w.p.m);
  • Business English III/Communications I;
  • Office Management III/Office Administration and Management III;
  • Secretarial Duties II;
  • Commerce II;
• Proficiency in Computer Applications;
• Fulfill the requirements of Chapter 6 of the Constitution