Assistant Office Administrator I

Key Responsibilities

An officer at this grade will undertake the following duties and responsibilities:

• Policy Implementation: Implementing policies, strategies, guidelines, plans, standards, and procedures that impact Office Administration Services.
• Secretarial Support: Taking oral dictation and preparing responses to simple routine correspondences.
• Records Management: Maintaining an up-to-date filing system and ensuring the security of office records, equipment, and documents.
• Coordination: Coordinating schedules of meetings, maintaining office diary appointments, and travel itineraries.
• Communication: Answering and directing phone calls and attending to visitors/clients.
• Data Management: Consolidating data for reports and ensuring the security, integrity, and confidentiality of data.
• Planning: Coordinating the development and implementation of individual work plans for officers under their purview.
• Equipment Operation: Operating office equipment effectively.

Requirements and Qualifications

For appointment to this grade, an officer must have the following:

• Served in the grade of Assistant Office Administrator II, IPOA 9 or a comparable and relevant position in public service for a minimum period of three (3) years.
• Diploma in Secretarial Studies from the Kenya National Examination Council (KNEC) or equivalent qualifications from a recognized institution.

OR

• Business education single and group certificate stages I, II and III from KNEC in the following subjects:
  • Shorthand III (110 w.p.m.)
  • Typewriting III (50 w.p.m.) / Computerized Document Processing III
  • Business English III / Communication II
  • Commerce II
  • Office Management III / Office Administration and Management III
  • Secretarial Duties II
• Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution.
• Certificate in Computer applications.

How to Apply

Interested and qualified candidates should visit the official IPOA website at www.ipoa.go.ke to submit their application. Ensure all required qualifications and certifications are included as specified in the advertisement.