Senior Office Administrator Job Grade Cue 5 at Commission for University Education

The duties and responsibilities of the officer will entail: -  

• Recording dictation in shorthand and transcribing it in typewritten form;  
• Drafting and typing routine letters and memos;  
• Ensuring the security of office equipment, documents and records;  
• Operating office equipment;  
• Attending to visitors or clients;  
• Creating and maintaining effective file systems;  
• Cross referencing correspondence;  
• Handling telephone calls, diary and appointments;  
• Organizing for Meetings and preparing the necessary materials for the discussion;  
• Reporting on any need for office repairs and requesting office stationery and equipment; 
• Supervising office cleanliness; 
• Managing office protocol and etiquette; 
• Operating office petty cash;  
• Overall supervision of Office Administrators staff; 
• Rapporteur during Meetings and writing requisite reports; 
• Organizing travel arrangements; and 
• Maintaining a register of outgoing and incoming files and mail.   

Person Specifications  

For appointment to this grade a candidate must have: -  

• Bachelors degree in Secretarial Studies or any other equivalent from a recognized institution; OR 
• Bachelors degree in social sciences and a Diploma in Secretarial Studies from a recognized institution OR Bachelors degree in social sciences plus Business Education Single and Group 

Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects; 

• Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III 
• Shorthand III (120 w.p.m);  
• Business English III/Communications II; 
• Office Practice II; 
• Secretarial Duties II; 
• Commerce II; 
• Office Management III/Office Administration and Management III;  
• A minimum period of four (4) years relevant work experience; 
• Professional qualification and membership to a professional body; 
• Supervisory course lasting not less than two (2) weeks from a recognized institution; 
• Proficiency in computer applications; and 
• Fulfill the requirements of Chapter Six of Constitution.  

Key Competencies and Skills  

• Organizing skills; 
• Communication skills; 
• Customer care skills;  
• Supervisory skills; 
• Interpersonal skills; and 
• Confidentiality.