Principal Office Administrator at Kenya National Commission for UNESCO

Job Reference Number: KNCU/26/2022

Purpose of the Job 

The Principal Office Administrator is responsible for ensuring appropriate reception of visitors and facilitating communication into and out of the Commission, taking care of a given office in terms of making appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers, photocopying and undertaking routine office duties; and ensuring security of office documents and equipment.

Remuneration 

• Gross pay Ksh. 192,896.00 – 243,465.00
• Leave allowance –30% Basic Salary
• Medical Allowance – As per KNATCOM Medical Scheme
• Group Life & Accident Cover - As per KNATCOM Medical Scheme
• Terms Permanent and Pensionable

Job Description

The Principal Office administrator is responsible for the following functions:

• carry out office administration and handling enquiries;
• receive and attending to clients;
• operate office machines;
• handle office petty cash and ensuring security of office documents, records and secretarial equipment.
• record dictation in shorthand; typing, processing data and reprography;
• reserve appointments and maintaining office diary;
• handle correspondences, telephone calls, office documents and equipment;
• plan and organizing meetings, workshop/conferences and seminars;
• deal with protocols and travel itineraries; and
• ensuring good office layout;

Duties and Responsibilities

Duties and responsibilities will entail:

• carrying out office administration and handling of enquiries;
• receiving and attending to clients;
• operating office equipment;
• handling office petty cash and ensuring security of office documents, records and secretarial equipment;
• recording dictation in shorthand; typing, processing data and reprography;
• reserving appointments and maintaining office diary;
• handling correspondences, telephone calls, office documents and equipment;
• planning and organizing meetings, workshop/conferences and seminars; and
• dealing with protocols and travel itineraries; ensuring good office layout; and
• any other duties as may be assigned.

Requirements for Appointment

For appointment to this grade, an Officer must:

• a minimum period of eight (8) years in relevant work experience and at least three (3) years in supervisory role in a position in the public service or private sector;
• a minimum of Master’s Degree in Social Sciences or Business Administration from a recognized Institution;
• Bachelor’s Degree in secretarial studies or any other equivalent from a recognized institution; or Bachelor’s’ Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution or business education single and group
• certificates (BES & GC) stages i, ii and iii from the Kenya national examinations council;
• management course lasting not less than four (4) weeks from a recognized institution;
• proficiency in computer applications;
• demonstrated results in management of office and administrative services;
• good communication skills; and