Office Admin at Public Benefit Organizations Regulatory Authority

Job Specifications

• An officer at this level will work under direct supervision of a senior officer.

Duties and Responsibilities

• Attending to visitors/clients;
• Handling telephone calls and enquiries;
• Handling customer inquiries and complaints;
• Ensuring security of office records, equipment and documents;
• Ensuring confidentiality of office information;
• Record keeping for correspondences and file movement;
• Managing office protocol and etiquette;
• Managing petty cash for the respective office;
• Maintaining an up to date file movement register;
• Coordinating the general administration of the respective department/office;
• Coordinating schedule of meetings and appointments for the respective departments/office;
• Coordinating travel arrangements for the respective departments/office;
• Coordinating appointments and travel itineraries for the ED/Deputy Director/ Manager;
• Preparing responses to simple routine correspondence for the ED/Deputy Director/Manger; and
• Monitoring procedures for record keeping for correspondences.
• Ensuring security, integrity and confidentiality of data; and
• Undertaking any other office administrative services duties that may be assigned.
• Any other duties as assigned from time to time

Person Specifications

For appointment to this grade a candidate must have: –

• Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
• Minimum KCSE C+ (plus) or its equivalent;
• 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;
• Proficiency in computer applications;
• Demonstrated results in work performance;
• Meet the provision of Chapter Six of Constitution.