Office Administrative Assistant – 10 Posts at Public Service Commission Kenya (PSCK)

Qualifications for the Position:

To be considered for this role, candidates must meet the following requirements:

1. Experience: Candidates should have a minimum of three (3) years of service in the position of Office Administrative Assistant CSG 13 or higher, or in a similar role within the Public Service.
2. Educational Certificates: Applicants must possess the following Single and Group Certificates from the Kenya National Examinations Council:
   • Typewriting III (at a speed of 50 words per minute)
   • Shorthand III (at a speed of 100 words per minute)
   • Business English III
   • Office Practice II
   • Secretarial Duties II
   • Commerce II
   • Office Management III

   OR

   Alternatively, candidates can hold a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or equivalent qualifications from a recognized institution.

Duties and Responsibilities:

The responsibilities associated with this role include:

1. Document Production: Generate documents, briefing papers, and reports while ensuring the confidentiality of sensitive information in support of the department’s activities.
2. Diary Management: Organize and maintain diaries, schedule appointments, and manage the department’s time effectively.
3. Communication Handling: Handle incoming and outgoing mails, phone calls, and all forms of correspondence on behalf of the department managers, serving as the primary point of contact.
4. Office System Maintenance: Establish and maintain office systems, including data management and file organization to facilitate efficient record-keeping.
5. Meeting Support: Prepare and draft minutes of departmental meetings, transcribing them onto internal letterheads and templates for approval by the managers.
6. Coordination: Communicate and follow up on issues that require inter-departmental coordination, engaging with various stakeholders as necessary.
7. Telephone Management: Answer departmental telephone lines and direct calls to the appropriate recipients for further action.
8. File Management: Keep departmental file systems up to date and monitor the movement of files in and out of the department for accountability.
9. Supplies Requisition: Request departmental user items such as stationery and hospitality items for use by the staff.