Principal Office Administrator - 2 Posts at Office of the Director of Public Prosecutions

 Qualifications

• Bachelors Degree

For appointment to this grade, a candidate must have:

• Served in the grade of Executive Secretary/Senior Office Administrator DPP 7 or in a comparable and relevant position in the wider Public Service;
• Bachelor’s Degree in Secretarial Studies/Social Science/Business Office Management or its equivalent from a recognized institution;
• The following qualifications from the Kenya National Examinations Council:
  • Typewriting III 50wpm;
  • Shorthand III (120) wpm;
  • Business English III /Communication II;
  • Commerce II;
  • Office Management III / Office Administration and Management III; and
  • Secretarial Duties II.

OR

• Higher diploma in secretarial studies from the KNEC or equivalent from a recognized institution.
• Certificate in Computer applications;
• Certificate in Secretarial Management Course;
• Membership of Kenya National Secretaries Association;
• Demonstrated merit and ability as reflected in work performance and results; and
• Meet the requirements of Chapter Six (6) of the Constitution of Kenya 2010; Integrity, Leadership, Honesty, Accountability and Discipline in the service to people.

 Duties & Responsibilities

• An officer at this level may be deployed to work at any of the Departments at the Headquarters under the guidance of a senior officer. Specifically, duties and responsibilities will include:
• Coordinating the implementation of office administrative service cadre policies, procedures in consultation with ODPP Management;
• Receiving, recording and dispatching confidential mails and files received from investigative agencies and administration departments;
• Coordination of schedule of meetings in the office to enhance efficiency in service delivery
• Updating the office diaries, appointments & travel itineraries;
• Administering the security of office records and equipment;
• Monitoring the procedures for record keeping of correspondence and file movements;
• Managing office equipment in the delivery of office services;
• Recording dictation and shorthand and transcribing it in type written form in High level meetings;
• Responding to routine correspondences for effective and efficient communications in the ODPP;
• Handling telephone calls, diaries and appointments;
• Coaching, mentoring and guiding office administrative service personnel working under them;
• Participating in the implementation of protocol guidelines;
•  Safeguarding the image of the ODPP through provision of policies and procedures that ensure high quality customer service to all stakeholders;
• Managing e-office in order to ensure continuity of service delivery and quality work in the Office; and
• Cross referencing correspondences.