Office Administrator - 2 Posts at Kenya Maritime Authority

Job Purpose:

• The duties of Administrative Officers will entail ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, taking care of a given office in terms of making appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers, photocopying and undertaking routine office duties; and ensuring security of office documents and equipment.

Job Description

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 Chief Asst. Dir.;
• preparing responses to simple routine correspondence for the Chief 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.

Person Specifications

For appointment to this grade, an officer must: -

• Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
• 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;