Office Administrator - 3 Posts at Kenya Maritime Authority

Job Purpose

Ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, 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

Job Specification

Duties and responsibilities at this level will entail;

• Ensuring security of office equipment, documents and records;
• Recording dictation in shorthand and transcribing in typewritten form; processing data and managing e-office;
• Planning and organizing meetings, workshop/conferences and seminars; operating office equipment;
• Responding to correspondences; attending to visitors/clients; handling telephone calls, enquiries and appointments;
• Handling protocols and confirming travel itineraries; and managing office petty cash;
• Guiding and supervising lower secretarial personnel.

Person Specifications
For appointment to this grade, an Officer must:

• 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;
• Supervisory Course lasting not less than two (2) weeks from a recognized institution;
• Should have relevant experience for a minimum period of three (3) years;
• Proficiency in computer applications;
• Demonstrated results in management of office and administrative services.
• Good communication skills;
• Meet the provision of Chapter Six of Constitution;.