Office of the Auditor-General Assistant Office Administrator Jobs in Kenya

Office of the Auditor-General Assistant Office Administrator Jobs in Kenya

Purpose of the job

This is the entry and training grade for this cadre. This position is responsible for administration services to the respective senior auditors/officers and teams. An officer at this level will be deployed to work with various teams.

Duties and Responsibilities

Type, scan, photocopy, bind and print documents as part of team support;

Communicate and follow-up on issues as directed by the senior auditor/officer or Team leader;

Manage telephone communication and direct calls to the respective recipients for further action;

Maintain up to date file systems in the directorate and track file movement out of the directorate for efficient records management and data security;

Requisition for inventory of office equipment and supplies to respective units to enhance work productivity;

Reconcile leave administration for staff in the directorate in consultation with Human Resource Management and Administration directorate.

Job Specification

Requirements for Appointment:

Kenya Certificate of Secondary Education mean grade C- (minus) with at least C (Plain) in English or Kiswahili Language or its recognized equivalent qualification;

Craft Certificate in Secretarial Studies from the Kenya National Examinations Council;

Business Education Single and Group Certificates Stages I, II & III from the Kenya National Examinations Council in the following subjects: -

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

Business English II / Communication II
Commerce II

Office Practice II

Office Management III / Office Administration and Management III

Secretarial Duties II
OR

Diploma in Secretarial Studies from the Kenya National Examinations Council

Certificate in Computer applications from a recognized institution;

Certificate in Public Relations and Customer Care.

Higher Diploma in Secretarial Management will be an added advantage.

Core Competences

Office Administration - Knowledge of administrative activities that are related to financial planning, record keeping and billing, personnel, procurement and logistics, within the office.

Administrative Procedures and Practices - Knowledge of office procedures and practices in HR, Finance Procurement and

other fields within the Office.

Secretarial Functions - Knowledge of managing the office of senior management. Knowledge of meeting procedures, diary management, handling calls, dealing with visitors, travel arrangements, and documentation control is essential.

Report Preparation - Knowledge of the process of gathering data, compiling information and preparing reports and statements in HR, Finance Procurement and other fields within the Office.

Development and Implementation of Policies or Procedures - Knowledge of the process to develop and implement administrative policies, procedures, and guidelines in the field of HR, Finance and Procurement, Transport and Logistic, Records Management.

Asset Management - Knowledge of the process of cost-effectively deploying, operating, maintaining, upgrading, and disposing assets within the Office.

Project Management skills - Ability to plan and co-ordinate a project from inception to completion, aimed at meeting set requirements, timelines, costs and quality standards.

Ethical - Understand ethical behaviour and public-sector practices. Ensure that own behaviour and behaviour towards others is consistent with these standards and aligns with the values and ethical standards of the Office.

Effective Communication - Speak, listen, and write in a clear, thorough, and efficient manner using appropriate and effective communication tools and techniques. Speak eloquently and engagingly in meetings, in one-on-one situations as well as in small and large groups. Listen, be receptive to the counterpart and adapt to the situation. Adjust the message to the recipient.

How to Apply

For more information and job application details, see; Office of the Auditor-General Assistant Office Administrator Jobs in Kenya

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