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Principal Office Administrator

Kenya National Commission for UNESCO

Admin & Office

Government KSh Confidential
New
2 weeks ago

Job Summary

The Principal 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:Senior level
  • Experience Length:8 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

9. PRINCIPAL OFFICE ADMINISTRATOR: KNC 5 -1 POST

Job Title
Principal Office Administrator
Grade
KNC 5
Place to Work
Nairobi
Reports To
Manager, Human Resource & Administration
Purpose of the Job
The Principal 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. 192,896.00 – 243,465.00
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 Principal 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; and
x. ensuring good office layout; b) Duties and Responsibilities

Duties and responsibilities will entail:
i. carrying out office administration and handling of enquiries;
ii. receiving and attending to clients;
iii. operating office equipment;
iv. handling office petty cash and ensuring security of office documents, records and secretarial equipment;
v. recording dictation in shorthand; typing, processing data and reprography;
vi. reserving appointments and maintaining office diary;
vii. handling correspondences, telephone calls, officedocuments and equipment;
viii. planning and organizing meetings, workshop/conferences and seminars; and
ix. dealing with protocols and travel itineraries; ensuring good office layout; and
x. any other duties as may be assigned.

c) Requirements for Appointment
For appointment to this grade, an Officer must:

i. a minimum period of eight (8) years in relevant work experience and at least three (3) years in supervisory role in a position in the public service or private sector;
ii. a minimum of Master’s Degree in Social Sciences or Business Administration from a recognized Institution;
iii. Bachelor’s Degree in secretarial studies or any other equivalent from a recognized institution; or Bachelor’s’ Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution or business education single and group certificates (BES & GC) stages i, ii and iii from the Kenya national examinations council;
iv. management course lasting not less than four (4) weeks from a recognized institution;
v. proficiency in computer applications;
vi. demonstrated results in management of office and administrative services;
vii. good communication skills; and

d) Key Competencies and Skills
i. Analytical skills
ii. Communication skills
iii. Interpersonal skills
iv. Negotiation skills
v. Problem solving 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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