Office Administrative Assistant II at National Police Service Commission

No of Positions: 2

V/NO.15/2021
Gross Salary Scale: Kshs. 70,000-98,000 pm
Leave allowance: As existing in the Commission
Annual Leave: 30 working days per financial year
Medical Cover: As existing in the Commission
Terms of Service: Permanent and Pensionable

Duties and Responsibilities

• Implements administrative services policies and procedures as outlined in the guiding regulations;
• Undertakes proper filing of records such as official reports, incoming mail, meeting minutes and interdepartmental correspondences;
• Maintains an inventory of office equipment and supplies for respective offices;
• Implements communication protocols;
• Report and speech writing;
• Operates office equipment;
• Prepares responses to routine correspondence;
• Handles logistics for meetings, workshops, seminars;
• Maintains database of organizations addresses and telephones;
• Maintains security, integrity and confidentiality of office data and information;
• Manages office protocols and etiquette and acts as the link between executive offices for both internal and external visitors;
• Receives and screens incoming mails and correspondences;
• Keeps records of correspondences Maintains file movement registers; Circulates agendas and reports for different committee meetings;
• Takes notes during meetings;
• Circulating approved minutes, memos, letters and circulars;
• Answers and makes phone calls;
• Attends to visitors/ clients;
• Handles customer inquiries and complaints;
• Dispatches mail and other office correspondences;
• Manages office sundry;
• Taking dictation in shorthand and transcription;
• Maintains office cleanliness.

Requirements for Appointment

For appointment to this position, one must have:

• Diploma in the following fields; Secretarial Studies and Office Management, Social Science from a recognized institution
• Kenya Certificate of Secondary Education (KCSE) mean grade C- (minus) or its equivalent
• Business Education Single and Group Certificates (BES & GC) from the Kenya National Examination Council in the following subjects: – Typewriting III (50 w.p.m.) / Computerized document processing III; Business English III/Communications II; Commerce II; Office Practice II; Office Management III/ Office Administration and Management III; Secretarial Duties II; Shorthand III (100 w.p.m);
• Member of a relevant Professional body;
• Proficiency in Computer Applications.
• Meet the requirements of Chapter Six of the Constitution of Kenya