Senior Office Administrator Job Grade Cue 5
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The duties and responsibilities of the officer will entail: - Recording dictation in shorthand and transcribing it in typewritten form; Drafting and typing routine letters and memos; Ensuring the security of office equipment, documents and records; Operating office equipment; Attending to visitors or clients; Creating and maintaining effective file systems; Cross referencing correspondence; Handling telephone calls, diary and appointments; Organizing for Meetings and preparing the necessary materials for the discussion; Reporting on any need for office repairs and requesting office stationery and equipment; Supervising office cleanliness; Managing office protocol and etiquette; Operating office petty cash; Overall supervision of Office Administrators staff; Rapporteur during Meetings and writing requisite reports; Organizing travel arrangements; and Maintaining a register of outgoing and incoming files and mail. Person Specifications For appointment to this grade a candidate must have: - Bachelors degree in Secretarial Studies or any other equivalent from a recognized institution; OR Bachelors degree in social sciences and a Diploma in Secretarial Studies from a recognized institution OR Bachelors degree in social sciences plus Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects; Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III Shorthand III (120 w.p.m); Business English III/Communications II; Office Practice II; Secretarial Duties II; Commerce II; Office Management III/Office Administration and Management III; A minimum period of four (4) years relevant work experience; Professional qualification and membership to a professional body; Supervisory course lasting not less than two (2) weeks from a recognized institution; Proficiency in computer applications; and Fulfill the requirements of Chapter Six of Constitution. Key Competencies and Skills Organizing skills; Communication skills; Customer care skills; Supervisory skills; Interpersonal skills; and Confidentiality. go to method of application »