Office Administrator

Location

Nanyuki – within Meru / Laikipia County

Job Purpose

The Office Administrator serves as the first point of contact for the Office and is responsible for ensuring the efficient day-to-day administration of office operations. The role receives and assists visitors, complaint handlers, and stakeholders; manages office logistics and resources; coordinates the schedules of Tribunal and Appeal Judges; supervises junior support staff; and maintains administrative and financial records.

Given the sensitive nature of matters handled by the Office, the position requires discretion, professionalism, sound judgment, and a strong understanding of legal and grievance-handling procedures.

Key Responsibilities

Front Office and Stakeholder Management

• Serve as the first point of contact for visitors, complainants, community members, and other stakeholders, providing professional reception services and guidance on office procedures.
• Receive, screen, and direct inquiries, complaints, correspondence, telephone calls, and electronic communications to the appropriate officers.
• Maintain visitor records and ensure compliance with office access and security protocols.

Office Administration and Operations

• Oversee the day-to-day administrative operations of the Office, including correspondence management, filing systems, records, calendars, appointments, and meeting schedules.
• Ensure the office environment, facilities, equipment, and supplies are maintained to support efficient operations.
• Coordinate office logistics, maintenance, service providers, and procurement of routine office requirements.

Tribunal and Appeals Administration

• Coordinate the schedules of Tribunal and Appeal Judges.
• Organize hearings, meetings, mediation sessions, and related activities, including preparation of notices, documentation, venues, and logistical arrangements.
• Maintain calendars and records relating to Tribunal and Appeal proceedings.

Financial and Resource Management

• Manage and account for petty cash, office expenditures, administrative expenses, and related records.
• Maintain inventory records of office assets, equipment, and supplies, ensuring proper accountability and utilization of resources.
• Support budget monitoring and preparation of administrative expenditure reports.

Supervision and Coordination of Support Staff

• Provide day-to-day supervision of security guards, office assistants, cleaners, drivers, and other support staff.
• Coordinate work schedules, monitor attendance and performance, and ensure compliance with office policies and service standards.

Records, Meetings, and Reporting

• Maintain confidential administrative and case-related records in compliance with applicable record management and data protection requirements.
• Coordinate meetings, workshops, and stakeholder engagements, including preparation of agendas, minutes, attendance records, and follow-up actions.
• Prepare routine reports, correspondence, and administrative documentation as required.

Qualifications and Experience

• Degree in Human Resources, Paralegal Studies, Business Administration, Public Administration, Office Management, or a related field.
• A Certificate in Legal Studies or Paralegal Practice will be an added advantage.
• Minimum three (3) years’ experience in reception, legal administration, office administration, or a similar role.
• Experience in a legal, judicial, grievance-handling, human rights, ombudsman, or quasi-judicial environment is highly desirable.
• Experience supervising support staff and managing office operations will be an added advantage.

Skills and Competencies

• Working knowledge of legal and grievance-handling processes.
• Strong organizational, administrative, and multitasking skills.
• Excellent communication and interpersonal skills.
• High degree of integrity, discretion, and confidentiality.
• Sound judgment and problem-solving ability.
• Financial administration and record-keeping skills.
• Proficiency in Microsoft Office applications and electronic records management systems.
• Ability to work independently, manage competing priorities, and coordinate multiple stakeholders.