Office Administrator at Kenya Bureau of Standards

No of Positions: 4

Grade: KS 8
Ministry /Corporation: Kenya Bureau of Standards
Directorate/Division: Human Resource & Communication
Department: Administration
Location / Workstation: KEBS Head Office Popo Road, Off Mombasa Road
Reporting Relationships
Reports to: Directors and Heads of department.

Key Responsibilities / Duties / Tasks

Managerial / Supervisory Responsibilities

Supervise, coach and mentor staff

Operational Responsibilities / Tasks

• Organizes, plans and prioritizes work in the Director's office
• Maintains the Director's diary by booing appointments and meetings and ensures he attends to it.
• Processes information by compiling, categorizing and verifying information emanating from the Director's office and dispatched to the relevant recipients.
• Receives, sorts, and disseminates correspondence, reports, returns, circulars, publications and all kinds of information on behalf of the Director.
• Communicates with persons within the organization, customers, public, government and other external bodies who have business with KEBS.
• Making local and international travel arrangements for the Director.
• Offer logistical for board meetings by preparing board papers, sending notices, and timely processing of allowances.
• Provides frontline customer services by receiving visitors and directing them accordingly.
• Maintains office petty cash.
• Maintains the calendar plan for scheduling and fixing executive meetings.
• Management of e-office;
• Undertake any other duties of similar level and responsibility as may be directed from time to time.

Job Dimensions:

Financial Responsibility:
Approval of petty cash.

Responsibility for Physical Assets

Responsible for physical assets assigned by the institution.

Decision Making:

• Makes decisions using standard operating procedures
• Assigns work to subordinates
• Monitors subordinates work performance

Working Conditions:

Works predominantly within the office.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

Degree in either Secretarial Studies / Office Management or any Business Management related field with a Diploma in Secretarial course from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Proficiency in computer applications.
• Fulfilled the requirements of Chapter Six of the Constitution.

Previous relevant work experience required.

At least 7 years work experience.

Need to know: Attributes:

• Bookkeeping skills.
• Office administration skills.
• Organization processes.
• Knowledge of relevant legislation, policies and procedures.
• Computer proficient.
• Word processing at a highly proficient level.
• Integrity
• Confidentiality
• Interpersonal skills
• Time management
• Communication skills
• Team player
• Interpersonal skills
• Assertive
• Positive attitude
• Decision making
• Respectful
• Cultural awareness and sensitivity.
• Flexibility.