Senior Assistant Office Administrator (Directorate of Corporate Services) at Kenya Institute for Public Policy Research and Analysis (KIPPRA)

Job Specifications

Duties and responsibilities will entail:

• Coordinating performance management of direct reports by guiding and supervising lower secretarial personnel
• Conducting supervision, coaching, mentoring, training and development of the department staff to ensure an effective and motivated team
• Fostering and promote positive culture of growth in the in the Institute that embrace change management and organizational performance
• Taking oral dictation;
• Word and data processing;
• Managing e-office;
• Operating office equipment;
• Handling telephone calls and appointments;
• Attending to visitors/clients;
• Maintaining office diary and travel itineraries;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filing system in the office;
• Managing office protocol;
• Ensuring the security of office records, equipment and documents, including classified materials;
• Supervising office cleanliness; 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 Office Administrative Assistant I or comparable position;
• Diploma in Secretarial Studies from the Kenya National Examinations Council;

OR

• Business Education Single and grade certificate (BES&GC) from the Kenya National Examinations Council (KNEC) in the following subjects:
  • Typewriting III (Minimum 50 w.p.m.)/ Computerized Document Processing III;
  • Shorthand III (100 p.m);
  • Business English III/ Communications II;
  • Secretarial Duties II;
  • Office Practice II
  • Commerce II;
  • Office Management III/Office Administration and Management III;
• Certificate in public relations and customer care course lasting not less than two (2) weeks from a recognized institution;
• Proficiency in computer applications; and
• Shown merit and ability as reflected in work performance and results.