Senior Office Administrator

Permanent and Pensionable

Duties and responsibilities at this level will entail: -

1. Promoting Customer Care by handling internal and external customer enquiries and complaints;
2. Facilitating appointments by maintaining the office diary to ensure planned activities are conducted on schedule;
3. 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;
4. 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;
5. Ensuring security and integrity of office equipment, records and documents. including classified materials;
6. Preparing reports and draft letters for the Head of Directorate/Senior Assistant Director's action;
7. Maintaining up to date filing system and monitoring file movement:
8. Handling telephone calls and appointments;
9. Using e-office to research and process data;
10. Providing for good office layout and cleanliness;
11. Implementing and monitoring procedures for record keeping of correspondence and file movements;
12. Managing office protocol, etiquette and telephone calls;
13. Managing petty cash;
14. Ensuring office equipment such as scanners, photocopiers, shredders, computers and printers are serviced and in good working condition;
15. Generating drafts and responding to incoming and outgoing correspondence; and
16. Support preparation, custody, archival and retrieval of reports and document.

For appointment to this grade, an officer must have:

1. 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;
2. 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;

3. Public Relations and Customer Care Course lasting not less than (2) weeks from a recognized institution;
4. Membership to a relevant professional body where applicable and in good standing;
5. Proficiency in computer application skills; and
6. Shown merit and shown ability as reflected in work performance and results.

NCRC 6

1

NCRC/14/2/2026

• Curriculum Vitae - CV
• Cover Letter/Application Letter
• xi. Public Relations and Customer Care Course lasting not less than (2) weeks from a recognized institution