KIPPRA Office Administrator Jobs in Kenya

KIPPRA Office Administrator Jobs in Kenya

Position Summary

To organize and supervise all of the administrative activities that facilitate the smooth running of an office.

Key Responsibilities

Recording dictation and transcribing;

Drafting, proofread and edit correspondences and documents;

Processing data and management of e-office;

Operating office equipment;

Management of office protocol;

Managing office petty cash;

Handling telephone calls and appointments;

Ensuring security of office records, documents and equipments;

Managing and Maintaining the visitors book;

Recording complaints received by the Institute;

Guiding and supervising other secretarial staff in the Institute;

Developing and implement transport policies and Evaluate drivers on a quarterly basis;

Allocating vehicles to drivers depending on duties to be carried to facilitate maximum use of
vehicles within the Institute;

Monitoring and Ensuring timely schedule service for vehicles and facilitate all maintenance and repair services as may be required;

Outsourcing and assign vehicles from other government institutions during fieldwork;

Acting as a link between the institution and other contracted courier, taxi, vehicle tracking and parking service providers to Ensuring compliance according to the set contract terms;

Receiving and act on accident reports;

Issuing fuel order in case of fuel demand in order to control and check the consumption and fuel usage of a vehicle;

Assigning drivers daily tasks and activities to Ensuring smooth running of the organization;

Coordinating transport, security, catering and logistics through liaising with the relevant officers on a need basis;

Coordinating Institute’s cleaning services;

Maintaining office inventories and vehicles;

Ensuring maintenance of the fixed assets register;

Monitoring insurance cover for equipment and property; and

Assisting in developing annual administration budgets, plans and reports.

Qualifications

For appointment to this grade, a candidate must have:

Bachelor’s degree in Secretarial Studies, Business and Office Management or equivalent qualifications from a recognized institution or Higher Diploma/Diploma in relevant field
Or

KNEC Craft Certificate in Secretarial Studies/the following qualifications from the Kenya National Examinations Council: -

• Shorthand III (minimum 120 w.p.m.).

• Typewriting III (50 w.p.m.)/Computerized Document Processing III.

• Business English III/Communications II.

• Commerce II.

• Office Management III/Office Administration and Management III.

• Secretarial Duties II

Supervisory course lasting not less than two (2) weeks from a recognized institution;

Computer Skills; and

Fulfill the requirements of chapter six (6) of the constitution.

Functional Skills

Communication and interpersonal skills,

Attention to detail and accuracy

Presentation skills

Computer skills

Negotiation skills

Conflict management skills

Competencies/ Attributes

Organizational skills

Information management

Problem-solving skills

Decision-making skills

Stress tolerance

How to Apply

For more information and job application details, see; KIPPRA Office Administrator Jobs in Kenya

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