Senior Office Administrator

Job Purpose

Supervise daily administrative operations of the office to ensure efficient, organized, and professional office management.

Duties and Responsibilities

• Supervise typing and formatting of correspondences from drafts and manuscripts, ensuring error-free documents
• Ensure timely responses to routine correspondences
• Maintain and update the office filing system and manage file movements
• Supervise the front office to ensure orderliness and professionalism
• Book and manage official appointments
• Oversee the office diary to ensure planned activities are conducted on schedule
• Supervise all incoming and outgoing mail in the office
• Maintain a current inventory of all office equipment
• Supervise office protocol and etiquette standards
• Maintain a well-organized office layout and cleanliness
• Manage requisitions of office stationery from stores and ensure prudent use to minimize wastage
• Manage standing imprest for office use
• Ensure conformity to the Institute's procedures for handling official correspondences and file movements
• Ensure adherence to all office administrative personnel regulations, guidelines, and procedures for smooth office operations

Required Qualifications and Requirements

For appointment to this position, a candidate must have one of the following:

• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or equivalent qualification from a recognized institution

OR

• Business Education Single and Group Certificates (BES & GC) Stages I, II, and III from the Kenya National Examinations Council in the following subjects:
  • Typewriting III (Minimum 50 w.p.m.) or Computerized Document Processing III
  • Shorthand II (80 w.p.m.)
  • Business English II or Communications I
  • Secretarial Duties II
  • Commerce II
  • Office Management III or Office Administration and Management III