Senior Administrative Officer at National Drought Management Authority

Job Reference NDMA V/No.4/4/2026

Position Summary/ Purpose

The Office Administration Function entails:- receive and attend to clients; make appointments; handle correspondences and telephone calls; record dictation in shorthand; typewrite, process data and reprography; maintain office diary; deal with protocols and travel itineraries; ensure good office layout; operate fax machines, manage e-office; plan/organize meetings, workshop/conferences and seminars; undertake administrative work and manage the office; and ensure security of office documents, records and secretarial equipment.

 Job Specifications

Specific duties and responsibilities will includei. General administration of the office;

• Typing and formatting correspondences from drafts and manuscripts and ensuring typo-free errors;
• Preparing responses to routine correspondence;
• Maintaining an up-to-date office filing system and file movement;
• Managing the front office to ensure orderliness;
• Booking and handling official appointments;
• Maintaining office diary to ensure planned activities are conducted on schedule;
• Preparing and maintaining an up-to-date office filing system and file movement;
• Receiving all incoming and outgoing mails in the office;
• Keeping inventory of all office equipment;
• Managing office protocol and etiquette;
• Maintaining a well-organized office layout and cleanliness;
• Making requisitions of office stationery from stores and ensuring prudent use to minimize wastage;
• Managing standing imprest issued for purposes of hospitality use in office;
• Conforming to the NDMA’s procedures of handling official correspondence and file movements; and
• Adhering to the laid down office administrative personnel regulations, guidelines, and procedures for the smooth running of the offices of the Authority
• Training, guiding, and supervising secretarial personnel.

 Person Specifications

For appointment to this grade, a candidate must have:

• Cumulative service period of six (6) years’ work experience, three (3) of which should have been in the position of Office Administrator Officer I or equivalent;
• Bachelor’s Degree in any of the following disciplines: Secretarial Studies, Business Office Management or equivalent qualifications from a recognized institution;
• Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution or Business Education Single and Group Certificates (BES and GC) Stages I, II and III or Shorthand III (110 w.p.m.); Typewriting III (minimum 50 w.p.m.)/Computerized Document Processing III; Office Management III/Office Administration and Management III; Business English III /Communications II; Commerce II; Office management II/Office Administration and Management III, and Secretarial Duties IIfrom the Kenya National Examinations Council;
• Certificate in Secretarial Management Course lasting not less than four (4) weeks from a recognized institution;
• Proficiency in computer application skills; and
• Shown merit and ability as reflected in work performance and results.
•  Fulfilled the requirements of Chapter Six of the Constitution of Kenya 2010