Principal Assistant Office Administrator at Kenya Industrial Property Institute

REF. NO. KIPI/ADM/HR/2023/22

Duties and Responsibilities

• Reporting to the Managing Director, the Principal Assistant Office Administrator will be responsible for
• Using e-office to research and process data;
• Operating office equipment;
• Attending to visitors and clients;
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring security, integrity and confidentiality of data;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining the office diary;
• Preparing responses to routine correspondence;
• Offering Board secretarial services;
• Any other duty that may be assigned.

Requirements for Appointment

• Bachelor’s Degree in Secretarial Studies or Bachelor of Business and Office Management from a recognised Institution;

OR

• Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognised Institution;

OR

• Satisfactorily served in the grade of Senior Assistant Office Administrator for a minimum period of three (3) years; and
• Diploma in Secretarial Studies from the Kenya National Examinations Council;

OR

• Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
• Shorthand III (minimum 120 w.p.m);
• Typewriting III (50 w.p.m) or Computerized Document Processing III;
• Business English III or Communications II;
• Office Practice II;
• Commerce II;
• Office Management III or Office Administration and Management III;
• Secretarial Duties II;
• Certificate in Secretarial Management Course lasting not less than three (3) weeks from Kenya School of Government or any other recognised institution;
• Certificate in Computer applications from a recognised Institution;
• Demonstrated professional competence in management of office and administrative services;
• Good communication and interpersonal skills;
• Strong organizational skills and attention to detail; 
• Membership to relevant professional body; 
• Ability to handle confidential and sensitive information in a professional manner; and 
• Must meet the requirements of Chapter 6 of the Constitution of Kenya, 2010.