Office Administrator Jobs (4 Positions)
Job Description
Office Administrator
No of Positions: 4
Grade: KS 8
Ministry /Corporation: Kenya Bureau of Standards
Directorate/Division: Human Resource & Communication
Department: Administration
Location / Workstation: KEBS Head Office Popo Road, Off Mombasa Road
Reporting Relationships
Reports to: Directors and Heads of department.
Key Responsibilities / Duties / Tasks
Managerial / Supervisory Responsibilities
Supervise, coach and mentor staff
Operational Responsibilities / Tasks
- Organizes, plans and prioritizes work in the Director’s office
- Maintains the Director’s diary by booing appointments and meetings and ensures he attends to it.
- Processes information by compiling, categorizing and verifying information emanating from the Director’s office and dispatched to the relevant recipients.
- Receives, sorts, and disseminates correspondence, reports, returns, circulars, publications and all kinds of information on behalf of the Director.
- Communicates with persons within the organization, customers, public, government and other external bodies who have business with KEBS.
- Making local and international travel arrangements for the Director.
- Offer logistical for board meetings by preparing board papers, sending notices, and timely processing of allowances.
- Provides frontline customer services by receiving visitors and directing them accordingly.
- Maintains office petty cash.
- Maintains the calendar plan for scheduling and fixing executive meetings.
- Management of e-office;
- Undertake any other duties of similar level and responsibility as may be directed from time to time.
Job Dimensions:
Financial Responsibility:
Approval of petty cash.
Responsibility for Physical Assets
Responsible for physical assets assigned by the institution.
Decision Making:
- Makes decisions using standard operating procedures
- Assigns work to subordinates
- Monitors subordinates work performance
Working Conditions:
Works predominantly within the office.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic Qualifications
Degree in either Secretarial Studies / Office Management or any Business Management related field with a Diploma in Secretarial course from a recognized institution.
Professional Qualifications / Membership to professional bodies
- Proficiency in computer applications.
- Fulfilled the requirements of Chapter Six of the Constitution.
Previous relevant work experience required.
At least 7 years work experience.
Need to know: Attributes:
- Bookkeeping skills.
- Office administration skills.
- Organization processes.
- Knowledge of relevant legislation, policies and procedures.
- Computer proficient.
- Word processing at a highly proficient level.
- Integrity
- Confidentiality
- Interpersonal skills
- Time management
- Communication skills
- Team player
- Interpersonal skills
- Assertive
- Positive attitude
- Decision making
- Respectful
- Cultural awareness and sensitivity.
- Flexibility.
