Office Administrator - 2 Positions at Kenya National Commission for UNESCO

Job Reference Number: KNCU/34/2022

Purpose of the Job 

The Office Administrator is responsible for ensuring appropriate reception of visitors and facilitating communication into and out of the Commission, taking care of a given office in terms of making
appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers,
photocopying and undertaking routine office duties; and ensuring security of office documents and equipment.

Remuneration 

• Gross pay Ksh. 93,085.00 – 119,981.00
• Leave allowance –30% Basic Salary
• Medical Allowance – As per KNATCOM Medical Scheme
• Group Life & Accident Cover - As per KNATCOM Medical Scheme
• Terms Permanent and Pensionable

Job Description

The office Administrator is responsible for the following functions:

• carry out office administration and handling enquiries;
• receive and attending to clients;
• operate office machines;
• handle office petty cash and ensuring security of office documents, records and secretarial equipment.
• record dictation in shorthand; typing, processing data and reprography;
• reserve appointments and maintaining office diary;
• handle correspondences, telephone calls, office documents and equipment;
•  plan and organizing meetings, workshop/conferences and seminars;
• deal with protocols and travel itineraries; ensuring good office layout

Duties and Responsibilities

Duties and responsibilities will entail assisting in:

• attending to visitors/clients;
• handling telephone calls and enquiries;
• handling customer inquiries and complaints;
• ensuring security of office records, equipment and documents;
• ensuring confidentiality of office information;
• record keeping for correspondences and file movement;
• managing office protocol and etiquette;
• managing petty cash for the respective office; 
• maintaining an up to date file movement register;
• coordinating the general administration of the respective department/office;

Requirements for Appointment

For appointment to this grade a candidate must have: -

• Bachelor’s Degree in Secretarial Studies or any other equivalent from a recognized institution;
• Have passed the following examinations from the Kenya National Examinations Agency (KNEC);
• Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
  • Shorthand III (120 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;
• Demonstrated results in work performance; and

Key Competencies and Skills

• Analytical skills
• Communication skills
• Strategic and innovative thinking
• Interpersonal skills
• Negotiation skills