Senior Office Administrator I – GRADE 10 at Co-operative University of Kenya

SENIOR OFFICE ADMINISTRATOR I – GRADE 10 (CUK/NT/ADMIN/3/22)

• Basic Salary per month: Kshs. (46,978.00- 68,512.00)
• House Allowance per month: Kshs. (35,383.00)

Applicants:

• Must possess Bachelors Degree in Secretarial Studies or Bachelor of Business and
• Office Management or equivalent qualifications from a recognized institution
• Must possess three (3) years experience at Grade 9 or comparable position with exposure to relevant policies, strategies and activities.
• Must possess Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
• MS-Access, PowerPoint and Internet) from a recognized institution.
• Must possess good interpersonal, teamwork, organizational, Time management, decision making and problem solving skills
• Must exhibit Excellent public relations, excellent communication and report writing skills, ability to work long hours and under pressure in meeting strict deadlines
• Membership in a professional body and possession of any other relevant qualifications will be an added advantage.

OR

• Must possess Higher National Diploma in Secretarial Studies from Kenya National
• Examinations Council (KNEC) or equivalent qualification from a recognized institution
• Must possess three (3) years experience at Grade 9 or comparable position with exposure to relevant policies, strategies and activities.
• Must possess Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
• MS-Access, PowerPoint and Internet) from a recognized institution.
• Must possess good interpersonal, teamwork, organizational, Time management, decision making and problem solving skills
• Must exhibit Excellent public relations, excellent communication and report writing skills, ability to work long hours and under pressure in meeting strict deadlines
• Membership in a professional body and possession of any other relevant qualifications will be an added advantage.

OR

• Bachelors degree AND
• Must possess KCSE Certificate with a minimum mean grade of C- or equivalent;
• Must possess Typewriting III (50 wpm);
• Must possess Office Management III;
• Must possess Business English II;
• Must possess Secretarial Studies II;
• Must possess Commerce II;
• Must possess Shorthand II (100 wpm);
• Must possess three (3) years experience at Grade 9 or comparable position with exposure to relevant policies, strategies, and activities.
• Must possess a Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
• MS-Access, PowerPoint, and Internet) from a recognized institution.
• Must possess good interpersonal, teamwork, organizational, Time management, decision making, and problem-solving skills
• Must exhibit Excellent public relations, excellent communication, and report writing skills, ability to work long hours and under pressure in meeting strict deadlines
• Membership in a professional body and possession of any other relevant qualifications will be an added advantage.

Duties and responsibilities for Senior Office Administrator, I Grade 10

• Record events and maintain office diary, appointments, and travel itineraries for the supervisor to ensure proper time management and availability for the different events
• Bring to the attention of the supervisor priority matters that require attention on a daily basis;
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc.;
• Conduct weekly diary meetings with the supervisor to discuss upcoming engagements, invitations, and other requests;
• Receive and attend to internal and external visitors and clients to give relevant information and ensure good corporate image.
• Receive and answer telephone calls to give relevant information to the different queries from client’s parents, staffs and other stakeholders.
• Coordinate schedules of meetings for the department by communicating the venue, agenda, time and organize for the refreshment for the members involved.
• File and maintain office records and documents for future reference and ease retrieval.
• Ensure security of office documents by locking them up and putting passwords, saving on clouds and ensuring backups for confidentiality and integrity.
• Establish and monitor procedures for record keeping of correspondences and file movements by ensuring signing off by the involved parties.
• Manage office protocol and etiquettes by diplomatic approach to ensure corporate image is maintained.
• Ensure cleanliness of the office to enhance good working environment for the inhabitants.
• Maintain and account for usage of petty cash/ standard imprest allocated to the department for operations.
• Take oral dictation from the supervisor and act accordingly for effective running of the office;
• Filter emails, highlight urgent correspondence and print attachments;
• Schedule on behalf of the supervisor meetings between him and his direct reports and the committees and groups to which he is a member;
• Filter general information, queries, phone calls and invitations to the supervisor by redirecting or taking forward such contact as appropriate;
• Handle correspondence: Prepare reports, draft and prepare responses, provide feedback and forward requests to relevant people;
• Monitor and follow up on assigned activities, ensuring quality and timely completion of tasks;
• Supervise support staff attached to the office,
• Reading and analyzing incoming memos submission and reports to determine their significance and plan their distribution.