CHIEF ASSISTANT OFFICE ADMINISTRATOR

For appointment to this grade, a candidate must have: -

     i.        Served in the grade of senior assistant office administrator for a minimum period of three (3) years;

   ii.        Diploma in secretarial studies from the Kenya National Examination Council;

OR

  iii.        Business education single and group certificate (BES&GC) from the Kenya national examination council in the following subjects;

a)     Shorthand III (minimum 120 w.p.m);

b)     Typewriting III (50 w.p.m)/computerized document processing III

c)     Business English III/communication II;

d)     Commerce II;

e)     Office practice II;

f)      Office management III/office administration and management III;

g)     Secretarial duties II;

  iv.        Certificate in Secretarial Management Course lasting not less than three (3) weeks from Kenya School of Government or any other recognized institution;

    v.        Certificate in supervisory skills course lasting not less than two (2) weeks from a recognized institution;

  vi.        Certificate in computer application from a recognized institution; and

 vii.        Shown merit and ability as reflected in work performance and results.

Duties and responsibilities;

An officer at this level will be deployed to work for a head of department.

     i.        Taking oral dictation ;

   ii.        Using e-office to research and process data; operating office equipment;

  iii.        Attending to visitors /clients;

  iv.        Handling telephone calls;

    v.        Coordinating schedules of meetings and appointments;

  vi.        Ensuring  security of office, equipment, and documents, including classified material;

 vii.        Preparing response to routine correspondence, managing office protocol and etiquette;

viii.        Managing petty cash;

  ix.        Monitoring procedures for record keeping of correspondence and file movements;

    x.        Maintaining  an up-to-date filing system in the office;

  xi.        Coordinating travel arrangements;

xii.        Handling  customer inquiries and complaints;

xiii.        Establishing and undertaking any other office administrative services duties that may be assigned.