Job Purpose
The office administrators are responsible for the efficient management of office functions in the Agency. An officer at this level will work under the guidance of a senior manager.
Job Specifications
Duties and responsibilities at this level entail:
Taking oral dictation; Using e-office to research and process data; Attending to visitors/clients; Handling telephone calls;
Handling customer inquiries and complaints; coordinating schedules of meetings and appointments;
Coordinating travel arrangements;
Ensuring security of office records, equipment and documents including classified materials;
Ensuring security, integrity and confidentiality of information;
Maintaining an up to date filing system in the office;
Preparing responses to routine correspondence;
Overseeing office protocol and etiquette
Managing office protocol and etiquette; and
Guiding and supervising other office administrative services personnel;
Maintaining office diary, appointments and travel itineraries;
Coordinating schedules of meetings;
Monitoring procedures for record keeping of correspondence and file movements
Supervising office cleanliness and;
Establishing and monitoring procedures for record keeping of correspondence and file movement
Person specification
For appointment to this grade, an officer must have:
Cumulative service period of six (6) years relevant work experience three (3) of which should have been in the grade of Office Administrator I or in a comparable position in the Public Service or Private Sector.
Bachelor's Degree in Secretarial Studies from a recognized institutions; OR Bachelor of business and Office Management from a recognized Institution plus a
Diploma in Secretarial Studies from a recognized institution; OR Bachelor's Degree in Social studies from a recognized institution plus s Diploma in
Secretarial Studies from a recognized institution;
Membership to a relevant professional body
Management Course from a recognized Institution
Proficiency in computer applications.