Assistant Office Administrator – 3 Positions at National Transport and Safety Authority

Job Description

The National Transport and safety Authority was established through an Act of Parliament; Act Number 33 on 26th October . The objective of forming the Authority was to harmonize the operations of the key road transport departments and help in effectively managing the road transport sub-sector and minimizing loss of lives through road crashes. Vision: Efficient, Reliable and Safe Roads in Kenya Mission: To continually improve accessibility of Kenya’s road transport system for all users. Core functions: The main functions of the Authority as outlined in section 4 of the NTSA Act; To advise and make recommendations on matters relating to road transport and safety.

REF: NTSA/07//28

The position holder will be deployed to work in the office of a Deputy Director and will be responsible for day to day administrative services of the office.

Key Duties and Responsibilities

 Taking oral dictation and transcribing in typed form;  Word and data processing from manuscripts;  Managing e-office;  providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications;  Maintaining comprehensive and accurate records;  Performing minor accounting duties;  Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary;  Answering phone calls in a polite and professional manner;  Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department;  Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters;  Operating office equipment;  Managing office protocol;  Managing office petty cash;  Supervising office cleanliness;  Undertaking any other office administrative services duties that may be assigned.

Qualifications, Skills and Experience

 Diploma in Secretarial Studies or in any of the following disciplines: – Business Management/Administration and or management related courses from a recognized institution.

OR

 Business Education Single and Group Certificates (BES & GC) from Kenya National Examinations Council/Pitman in the following subjects: Typewriting III (50 w.p.m)/Computerized document processing IIIShorthand II (80 w.p.m)Business English II/Communications IOffice Practice IISecretarial Duties IICommerce IIOffice Management III/Office Administration and Management III  Computer Proficiency;  Degree in Business Management is an added advantage; and  Excellent written and verbal communication skills, highly organized with good time management skills, and excellent interpersonal skills.