Office Administrator at Kenya National Qualifications Authority (KNQA)

Qualifications, Skills and Experience Required:

For appointment to this grade a candidate must have: -

1. Diploma (KNQF Level 6 or equivalent)  in Secretarial Studies or any other equivalent from a recognized institution; 
2. Have passed the following examinations from the Kenya National Examinations Council (KNEC); 
3. Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III; 
4. Shorthand III (120 w.p.m);
5. Business English III/Communications I; 
6. Office Management III/Office Administration and Management III; 
7. Secretarial Duties II; 
8. Commerce II;
9. Proficiency in computer applications; 
10. Meet the provision of Chapter Six of Constitution.

Responsibilities:

Duties and Responsibilities 

1. Attending to visitors/clients; 
2. Handling telephone calls and enquiries; 
3. Handling customer inquiries and complaints; 
4. Ensuring security of office records, equipment and documents; 
5. Ensuring confidentiality of office information; 
6. Record keeping for correspondences and file movement; 
7. Managing office protocol and etiquette; 
8. Managing petty cash for the respective office; 
9. Maintaining an up to date file movement register; 
10. Coordinating the general administration of the respective department/office; 
11. Coordinating schedule of meetings and appointments for the respective departments/office; 
12. Coordinating travel arrangements for the respective departments/office; 
13. Coordinating appointments and travel itineraries for the Chief Manager; 
14. Preparing responses to simple routine correspondence for the Chief Manger; and 
15. Monitoring procedures for record keeping for correspondences. 
16. Ensuring security, integrity and confidentiality of data; and 
17. Undertaking any other office administrative services duties that may be assigned.