Senior Office Administrator at National Crime Research Centre

Job Description    
Duties and responsibilities at this level will entail: -

• Promoting Customer Care by handling internal and external customer enquiries and complaints;
• Facilitating appointments by maintaining the office diary to ensure planned activities are conducted on schedule;
• Coordinating logistical arrangements for national and regional conferences, seminars, meetings and workshops by making transport and hotel reservations for meetings within and out of the Centre;
• Coordinating physical and virtual meetings with different departments within and outside the Centre by prioritizing booking of rooms/conference facilities. recording minutes for use during meetings;
• Ensuring security and integrity of office equipment, records and documents. including classified materials;
• Preparing reports and draft letters for the Head of Directorate/Senior Assistant Director's action;
• Maintaining up to date filing system and monitoring file movement:
• Handling telephone calls and appointments;
• Using e-office to research and process data;
• Providing for good office layout and cleanliness;
• Implementing and monitoring procedures for record keeping of correspondence and file movements;
• Managing office protocol, etiquette and telephone calls;
• Managing petty cash;
• Ensuring office equipment such as scanners, photocopiers, shredders, computers and printers are serviced and in good working condition;
• Generating drafts and responding to incoming and outgoing correspondence; and
• Support preparation, custody, archival and retrieval of reports and document.

Job Specification    

For appointment to this grade, an officer must have:

• Cumulative service period of six (6) years relevant work experience, three (3) of which should have been in the grade of Office Administrator I or in a comparable position;
• Bachelor's degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution;

OR

• Bachelor's Degree in Social Sciences AND a Diploma in Secretarial Studies from a recognized institution OR Business Education Single and Group Certificates (BES and GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
  • Shorthand III (minimum 120 w.p.m.);
  • Typewriting III (50 w.p.m.)/Computerized Document Processing III;
  • Business English III/Communications II;
  • Commerce II;
  • Office Practice II;
  • Office Management III/Office Administration and Management III:
  • Secretarial Duties II;
• Public Relations and Customer Care Course lasting not less than (2) weeks from a recognized institution;
• Membership to a relevant professional body where applicable and in good standing;
• Proficiency in computer application skills; and
• Shown merit and shown ability as reflected in work performance and results.