Office Assistant II

Requirements for Appointment

• Served satisfactorily as Assistant Secretary III, for a minimum period of three (3) years.
• Typewriting II (40 w.p.m)/CDP II
• Shorthand II (80 w.p.m) or Audio typing II
• Business English II/Communications I
• Office Practice II
• Secretarial Duties II
• Commerce II

OR

• Diploma in Secretarial studies from the Kenya Examination Council (KNEC) or equivalent qualifications from a recognized institution.

DUTIES AND RESPONSIBILITIES

• Receive and attend to visitors and clients in a professional and courteous manner and direct them to the respective offices
• Maintain an efficient, smooth and easily accessible filing system to ensure required documents are traced in an efficient manner.
• Type from draft and manuscripts as required to ensure timely manner
• Handle incoming and outgoing telephone calls to ensure timely communication passed on relevant office
• Operate office equipment in printing and photocopying documents to provide administrative assistance to the institution
• Prepare responses to simple routine correspondences in a timely manner
• Assist the head of the department in preparation of presentations materials and other documentations for internal and external circulation
• Organize Administration records and correspondences to ensure easy accessility to the documentation/information whenever required
• Classify documents and materials to ensure security and confidentiality of office records.
• Receive and attend to visitors and clients in a professional and courteous manner and direct them to the respective offices
• Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment
• Any other relevant duty assigned