Office Administrator at National Authority for the Campaign Against Alcohol and Drug Abuse (NACADA)

Job Purpose

• Responsible for providing front office service and management of a given office in terms of diary, travel, visitors and hospitality service delivery.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities
N/A

Operational Responsibilities / Tasks

• 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;
• 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 office;
• Coordinating schedule of meetings and appointments for the respective office;
• Coordinating appointments and travel itineraries for the respective office;
• Drafting and maintaining routine correspondences for the office;
• Drafting minutes during general meetings; and
• Ensuring security, integrity and confidentiality of data.

Job Dimensions

Financial Responsibility

• N/A

Responsibility for Physical Assets

• Overall responsibility for laptops, desktops, printers, office equipment (printer, telephone) and furniture (table, cabinets and seats) of the Department.

Decision Making / Job Influence

• N/A

Working Conditions

• Office setting compliant with OSHA.
• Enhanced working relationship with other employees.
• Periodic national travels.
• Medical cover for self and family up to a maximum of four (4) dependents.
• Group Accident cover and life insurance.

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic and professional qualifications

• Bachelor’s Degree in Secretarial Studies, Business Administration, Business Management or Office Management from a recognized institution;
• Passed the following examinations from the Kenya National Examinations
  • Council (KNEC):
  • Typewriting III (Minimum 50 w.p.m.);
  • Shorthand III (110 w.p.m);
  • Business English III;
  • Office Management III/Office Administration and Management III;
  • Secretarial Duties II;
  • Commerce II.

OR

• Diploma in Secretarial Studies from the Kenya National Examinations Council.

Previous relevant work experience required

• N/A

Other Requirements

• Supervisory Course lasting not less than two (2) weeks from a recognized institution;
• Computer literacy; and
• Meets the requirements of Chapter Six of the Constitution of Kenya on Leadership and Integrity.

Competencies and Skills

• Interpersonal Skills
• Excellent report writing skills
• Effective communication skills