Office Administrator Jobs at Kenya Maritime Authority

KMA/OA/9/25/7

OFFICE ADMINISTRATOR - 2 POSTS
Directorate: Finance and ICT
Grade: KMAG 6
Terms of Service: Pensionable, medical cover
Remuneration (kshs.): Basic Salary: 71,500.00 to 140,500.00, House Allowance:
20,000.00, Commuter Allowance: 14,000.00

Job Purpose: The duties of Administrative Officers will entail ensuring appropriate
reception of visitors and facilitating communication into and out of the Authority,
taking care of a given office in terms of making appointments and dealing with
enquiries; receiving and attending to visitors; handling correspondence, office
documents and equipment; recording dictation in shorthand, drafting and
operating computers, photocopying and undertaking routine office duties; and
ensuring security of office documents and equipment.

Job Description
Duties and responsibilities
i. Attending to visitors/clients;
ii. Handling telephone calls and enquiries;
iii. Handling customer inquiries and complaints;
iv. Ensuring security of office records, equipment and documents;
v. Ensuring confidentiality of office information;
vi. Record keeping for correspondences and file movement;
vii. Managing office protocol and etiquette;
viii. Managing petty cash for the respective office;
ix. Maintaining an up-to-date file movement register;
x. Coordinating the general administration of the respective
department/office;
xi. Coordinating schedule of meetings and appointments for the respective
departments/office;
xii. Coordinating travel arrangements for the respective departments/office;
xiii. Coordinating appointments and travel itineraries for the Chief Asst. Dir.;
xiv. preparing responses to simple routine correspondence for the Chief Manger;
and
xv. Monitoring procedures for record keeping for correspondences.
xvi. Ensuring security, integrity and confidentiality of data; and
xvii. Undertaking any other office administrative services duties that may be
assigned.

Person Specifications
For appointment to this grade, an officer must: -
i. Bachelor’s degree in Secretarial Studies or any other equivalent from a
recognized institution;
ii. Have passed the following examinations from the Kenya National
Examinations Agency (KNEC);
a. Typewriting III (Minimum 50 w.p.m.)/Computerized document processing
III;
b. Shorthand III (120 w.p.m);
c. Business English III/Communications I;
d. Office Management III/Office Administration and Management III;
e. Secretarial Duties II;
f. Commerce II;
iii. Proficiency in computer applications;
iv. Demonstrated results in work performance;