Job Purpose

To manage office operations by coordinating schedules, handling correspondence, maintaining records, and ensuring efficient administrative support to facilitate smooth workflow and compliance with organizational standards.

Duties and responsibilities

Reporting to the Supervisor in the area of deployment, the position holder will be responsible for the following:

              i.    Managing official diaries and schedules, including arranging appointments, meetings, and travel logistics.

            ii.    Handling incoming and outgoing correspondence (mail and electronic), preparing official communication, and drafting non-technical documents, reports, and minutes.

           iii.    Ensuring the safe custody, confidentiality, and integrity of official records, documents, and sensitive information within the office.

           iv.    Establishing and enforcing office protocol, maintenance of workplace environment, and professional standards of service delivery within the unit.

            v.    Implementing and maintaining an efficient filing and records retrieval system for quick access to necessary documentation.

           vi.    Coordinating all logistical arrangements for meetings, conferences, and official functions, including preparing necessary materials.

          vii.    Monitoring and controlling the inventory of office supplies and ensuring the proper functioning of office equipment.

         viii.    Facilitating and managing the flow of information between the supervisor's office and internal/external stakeholders.

           ix.    Assisting in the preparation of office budget submissions and monitoring the usage of allocated resources for secretarial services.

Key Qualifications and Experience Requirements

      i.        Bachelor’s degree in any of the following disciplines: Business Administration, Business  Management, Public Administration, or other relevant field from a recognized and accredited institution.

    ii.        At least six (6) years’ relevant work experience, three (3) of which should have been at the grade of Office Administrator I or in a comparable position.

   iii.        Registered with relevant professional body (where applicable).

   iv.        Management Course lasting not less than four (4) weeks from a recognized institution.

    v.        Proficiency in computer applications.

   vi.        Compliance with Chapter Six (6) of the Constitution of Kenya.

Core Competencies

            i.      Strong organizational planning and administrative skills.

          ii.      Effective communication and interpersonal skills.

         iii.      Decision-making and practical problem-solving skills.

         iv.      Strong management and supervisory skills.

          v.      Responsive, prompt, and effective provision of services.

         vi.      High standards of professional ethics.

Terms of Service

The successful candidate will be engaged on permanent & pensionable terms.

• Curriculum Vitae - CV
• Cover Letter/Application Letter
• Registration with a relevant professional body
• Bachelor’s degree in any of the following disciplines: Business Administration, Business Management, Public Administration, or other relevant field from a recognized and accredited institution