Senior Assistant Office Administrator at Public Service Superannuation Scheme
1 month ago
The Public Service Superannuation Scheme (PSSS) is established by the Public Service Superannuation Scheme Act of 2012 of the laws of Kenya. The Scheme is registered and regulated by the Retirement Benefits Authority.
Duties and responsibilities at this level will entail: -
Calendar and Schedule Management:
Efficiently managing executive calendars, scheduling appointments, meetings, and travel arrangements.
Proactively identifying and resolving scheduling conflicts, prioritizing appointments, and ensuring timely reminders.
Communication and Correspondence:
Handling incoming and outgoing communications, including emails, calls, and mail, and responding to or redirecting inquiries as necessary.
Drafting, proofreading, and editing various documents, including memos, reports, presentations, and correspondence on behalf of executives.
Meeting Coordination and Support:
Organizing and coordinating meetings, conferences, and events, including logistical arrangements, agenda preparation, and documentation.
Taking meeting minutes, tracking action items, and following up on assigned tasks to ensure timely completion.
Records and Document Management:
Maintaining and organizing confidential files, records, and documents, both in physical and digital formats.
Ensuring proper documentation and filing systems are in place to
Office Operations and Support:
Managing office supplies, equipment, and maintenance requests to ensure a well-functioning work environment.
Assisting with basic financial tasks, such as processing expense reports and tracking budgets.
Travel and Logistics:
Making travel arrangements, including booking flights, accommodations, and transportation, and Preparing travel itineraries.
Coordinating logistics for executive visits, including meeting arrangements, accommodations, and event planning.
Requirement for appointment
For appointment to this grade, a candidate must have:
At least four (4) years relevant work experience;
Diploma qualification in the following; Secretarial Studies, Office administration,Marketing, Public relations or any other relevant qualification from a recognized Institution;
Adaptability and Problem-Solving: Ability to adapt to changing priorities, work independently, and Proactively identify and resolve issues to ensure smooth office operations.
Organizational and Multitasking Skills: Exceptional organizational skills with the ability to prioritize tasks, manage multiple deadlines, and handle competing priorities effectively.
Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential information with the utmost professionalism and discretion.
Communication and Interpersonal Skills: Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with internal and external stakeholders.
Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office equipment and systems.
Shown merit and ability as reflected in work performance and results
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