Senior Office Administrator (Office Of The Executive Director) 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 promoting positive culture of growth in the in the Institute that embrace change management and organizational performance
• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment;
• Attending to visitors/clients;
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring the security of office records, equipment and documents, including classified materials;
• Ensuring security, integrity and confidentiality of data;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Maintaining an up-to-date filing system in the office;
• Preparing responses to routine correspondence;
• Managing office protocol and etiquette; and
• Managing petty cash.

Qualifications 

Person specifications

For appointment to this grade, a candidate must have:

• Cumulative service period of six (6) years, three (3) of which should have been at the grade of Office Administrator I or 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 plus a Diploma in Secretarial Studies from a recognized institution;
• Certificate in public relations and customer care course lasting not less than two (2) weeks from a recognized institution;
• Proficiency in computer applications;
• Shown merit and ability as reflected in work performance and results.