Assistant Office Administrator I - 2 Posts at Independent Policing Oversight Authority (IPOA)

Job Purpose

Responsible for provision of secretarial services in an effective and efficient manner throughout the Authority.

Key Responsibilities/ Duties / Tasks

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

Implementing policies, strategies, guidelines, plans, standards and procedures that impact Office Administration Services.

Taking oral dictation and preparing responses to simple routine correspondences.

Maintaining an up-to-date filing system and ensuring the security of office records, equipment, and documents.

Coordinating schedules of meetings, maintaining office diary appointments, and travel itinerary.

Answering and directing phone calls.

Consolidating data for reports and ensuring the security, integrity, and confidentiality of data.

Coordinating development and implementation of individual work plans for officers under their purview.

Operating office equipment.

Attending to visitors/clients.

Knowledge, Experience and qualifications required

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

Served in the grade of Assistant Office Administrator II, IPOA 9 or 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 or equivalent qualifications from a recognized institution;

OR

Business education single and group certificate stages I, II and III from

Kenya National Examination Council 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; and

Secretarial Duties II

Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution; and

Certificate in Computer applications.