Senior Assistant Office Administrator at Kenya Industrial Property Institute

REF. NO. KIPI/ADM/HR/2023/27

Duties and Responsibilities

• Reporting to Assistant Manager, Administration, the Senior Assistant Office Administrator will be responsible for
• Using e-office to research and process data;
• and data processing;
• Operating office equipment;
• Maintaining office diary, appointments and travel itineraries;
• Attending to visitors or clients;
• Handling telephone calls;
• Coordinating schedules of meetings and appointments;
• Ensuring security of office records, equipment and documents including classified materials;
• Maintaining an up-to-date filing system in the office;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Preparing responses to simple routing correspondence;
• Managing office protocol and etiquette;
• Ensuring security, integrity and confidentiality of data; and
• Undertaking any other office administrative services duty that may be assigned.

Requirements for Appointment

• Satisfactorily served in the grade of Assistant Office Administrator I for aminimum period of three (3) years; and
• Diploma in Secretarial Studies from the Kenya National Examinations Council;

OR

• Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
  • Shorthand III (minimum 110 w.p.m);
  • Typewriting III (50 w.p.m) or Computerized Document Processing III;
  • Business English III or Communications II;
  • Office Practice II;
  • Commerce II;
  • Office Management III or Office Administration and Management III; and (g) Secretarial Duties II;
• Certificate in Public Relations and Customer Care Course lasting not less than two (2) weeks from the Kenya School of Government or any other recognised Institution; 
• Membership to relevant professional body; 
• Certificate in Computer Applications from a recognised Institution; and 
• Must meet the requirements of Chapter 6 of the Constitution of Kenya, 2010.