Principal Office Administrator (Office of the Executive Director) at Kenya Institute for Public Policy Research and Analysis (KIPPRA)

Job Specifications

Duties and responsibilities will entail:

• Providing input in formulation, implementation and review of departmental annual work plans, budgets and procurement and asset disposal plans in line with the Corporation’s performance targets and strategic plan
• Providing technical input to ensure continuous improvement of business processes and controls in the section and develop mechanisms for corporate consultations
• Supervising execution of risk management policy and strategies that ensure the Section has a robust system and processes of accountability, risk management, internal controls, business continuity and succession management
• Contributing to a corporate culture that promotes ethical practices and good citizenship within the Section
• Supervising implementation of a robust performance management system within the Section through monitoring on the delivery of the annual performance contract and the strategic plan;
• Overseeing implementation of principles of Corporate Governance, relevant national policies, guidelines, and directives within the Section
• Conducting supervision, coaching, mentoring, training and development of the Section staff to ensure an effective and motivated team
• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment;
• Attending to visitors/clients;
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring the security of office records, equipment and documents, including classified materials;
• Ensuring security, integrity and confidentiality of data;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filing system in the office;
• Preparing responses to routine correspondence;
• Managing office protocol and etiquette; and
• Managing petty cash

Job Specification

Qualifications

Person Specifications

For appointment to this grade, a candidate must have:

• Cumulative service period of nine (9) years, three (3) of which should have been at the grade of Senior Office Administrator or comparable position
• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution;

OR

• Bachelor’s degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution;
• Certificate in public relations and customer care course lasting not less than two (2) weeks from a recognized institution;
• Certificate in secretarial management course lasting not less than four (4) weeks from a recognized institution;
• Proficiency in computer applications and
• Shown merit and ability as reflected in work performance and results.

Functional Skills, Behavioral Competencies and Attributes:

• Analytical skills
• Management and supervisory skills
• Communication and interpersonal skills
• Presentation skills
• Team building skills