Senior Office Administrator Grade 5

4 weeks ago

Nairobi, Nairobi Area, Kenya Kenya School of Government Full time

ABOUT THE COMPANY

KSG is a State Corporation established to offer management training, research, consultancy and advisory services to the public sector. The School has been instrumental in setting up fast track management strategies through observance of high standards of integrity, competence, ethics and a culture of transparency whilst implementing the provisions of her mandate. Today it offers services to both National and County governments, private sector players as well as those from the Non-Governmental Organizations (NGOs).

JOB SUMMARY

The successful candidate will be reporting to Manager Human Resource and Administration, will be responsible for handling visitors and general office administration. The appointment will be on permanent terms, subject to satisfactory performance.Qualifications and Work experienceFor appointment to this Grade a candidate must have: -At least four (4) years relevant work experience;Bachelor's degree in Secretarial Studies or equivalent from a recognized institution; or Bachelor's degree in social sciences with a Diploma in Secretarial Studies from a recognized institution.Passed the following examinations from the Kenya National Examinations Council (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 Skills Development Course lasting not less than two (2) weeks from a recognized institution;Proficiency in computer applicationsThe deadline for submissions is MONDAY, SEPTEMBER 2, 2024.The Consultant may use the information provided by interested candidates to conduct background checks during the recruitment process. Please note that only shortlisted and successful candidates will be contacted and shall be required to present original copies of their National ID/ Passport, testimonials, academic and professional certificates, and transcripts during the interview.Persons with disability, women and minority groups are encouraged to apply.

RESPONSIBILITIES

Attending to visitors/clients;Ensuring security, integrity and confidentiality of data and information;Managing office protocol and etiquette;Maintaining office diary and travel itineraries;Receiving and distributing hard copy materials to registry;Managing front office and switchboard;Providing word -processing and secretarial support;Ensuring security of office records, equipment and documents;Receiving and direct telephone call to the various offices;Distributing, collecting, analyzing and compiling a report from the feedback forms for customer care and disability mainstreaming;Recording dictation in shorthand and transcribe it in typewritten form typing from drafts, manuscripts or recording from dictation machines;Planning and scheduling for meetings;Preparing and responding to routine correspondences;Managing e-office;Managing office petty cashHandling telephone calls;Coordinating meetings;Maintaining an up to date filing system in the office;Establishing and monitoring procedures for record keeping of correspondence and file movements;Supervising office cleanliness.

REQUIRED SKILLS

Answering telephones and call management, Word processing and office software, Documentation and record keeping, Secretarial work, Office administration, management

REQUIRED EDUCATION

Bachelor's degree

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