Office Administrator – 3 Posts at Kenya Maritime Authority

Posted 2 months ago

Job Purpose

Ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, taking care of a given office in terms of making appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers, photocopying and undertaking routine office duties; and ensuring security of office documents and equipment

Job Specification

Duties and responsibilities at this level will entail;

  • Ensuring security of office equipment, documents and records;
  • Recording dictation in shorthand and transcribing in typewritten form; processing data and managing e-office;
  • Planning and organizing meetings, workshop/conferences and seminars; operating office equipment;
  • Responding to correspondences; attending to visitors/clients; handling telephone calls, enquiries and appointments;
  • Handling protocols and confirming travel itineraries; and managing office petty cash;
  • Guiding and supervising lower secretarial personnel.

Person Specifications
For appointment to this grade, an Officer must:

  • Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
  • Have passed the following examinations from the Kenya National Examinations Agency (KNEC);
    • Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
    • Shorthand III (120 w.p.m);
    • Business English III/Communications I;
    • Office Management III/Office Administration and Management III;
    • Secretarial Duties II;
    • Commerce II;
  • Supervisory Course lasting not less than two (2) weeks from a recognized institution;
  • Should have relevant experience for a minimum period of three (3) years;
  • Proficiency in computer applications;
  • Demonstrated results in management of office and administrative services.
  • Good communication skills;
  • Meet the provision of Chapter Six of Constitution;.

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