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Office Administrator

Kenya National Commission for UNESCO

Admin & Office

Government KSh Confidential
New
2 weeks ago

Job Summary

The Office Administrator is responsible for ensuring appropriate reception of visitors and facilitating communication into and out of the Commission, taking care of a given office in terms of making appointments and dealing with enquiries;

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:3 years

Job Description/Requirements

The Kenya National Commission for UNESCO is a State Corporation established under the KNATCOM Act of 2013 (Revised 2014), to promote Kenya’s national interests in UNESCO and UNESCO’s international interests in Kenya, regionally and globally in the areas of education, sciences, culture, and communication and information.

To enable it to fulfil its mandate, the Commission wishes to recruit dynamic, result-oriented, and self-driven persons to fill the following vacant positions specifically under the terms and conditions advertised:

JOB SPECIFICATIONS AND PERSON SPECIFICATIONS FOR VACANT POSTS

17. OFFICE ADMINISTRATOR: KNC 7 -2 POST

Job Title
Office Administrator
Grade
KNC 7
Place to Work
Nairobi
Reports To
Manager, Human Resource, and Administration
Purpose of the Job
The Office Administrator is responsible for ensuring appropriate reception of visitors and facilitating communication into and out of the Commission, 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.
Remuneration
Gross pay Ksh. 93,085.00 – 119,981.00
Leave allowance –30% Basic Salary
Medical Allowance – As per KNATCOM Medical Scheme
Group Life & Accident Cover - As per KNATCOM Medical Scheme
Terms
Permanent and Pensionable

a) Job Description
The office Administrator is responsible for the following functions:
i. carry out office administration and handling enquiries;
ii. receive and attending to clients;
iii. operate office machines;
iv. handle office petty cash and ensuring security of office documents, records and secretarial equipment.
v. record dictation in shorthand; typing, processing data and reprography;
vi. reserve appointments and maintaining office diary;
vii. handle correspondences, telephone calls, office documents and equipment;
viii. plan and organizing meetings, workshop/conferences and seminars;
ix. deal with protocols and travel itineraries; ensuring good office layout; and

b) Duties and Responsibilities
Duties and responsibilities will entail assisting in:

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 Manager;
xiv. preparing responses to simple routine correspondence for the Chief Manger;
xv. monitoring procedures for record keeping for correspondences;
xvi. ensuring security, integrity and confidentiality of data;
xvii. undertaking any other office administrative services duties that may be assigned; and
xviii. any other duties as may be assigned

c) Requirements for Appointment
For appointment to this grade a candidate must have: -

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; and

d) Key Competencies and Skills
i. Analytical skills
ii. Communication skills
iii. Strategic and innovative thinking
iv. Interpersonal skills
v. Negotiation skills


HOW TO APPLY

1. Access and apply online via KNATCOM website at www.unesco.go.ke/careers
For details of the job description and skills, please visit the Commission’s website: www.unesco.go.ke/careers
All applications should reach the Commission on or before 13th October 2022 at 5.00 pm.

Note:
(i) Only shortlisted and successful candidates will be contacted.
(ii) Kenya National Commission for UNESCO is an Equal Opportunity Employer.
(iii) Successful candidates will be required to fulfill the requirements of Chapter Six of the Constitution.

SECRETARY GENERAL/CEO
Kenya National Commission for UNESCO
KNATCOM IS ISO 9001:2015 CERTIFIED

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