Office Administrator II at Commission on Administrative Justice (CAJ)

The Commission on Administrative Justice, more commonly known as (Office of the Ombudsman), is a constitutional commission established under Article 59(4) of the Constitution, and the Commission on Administrative Justice Act, 2011. The mandate of the Office of the Ombudsman is two-fold and extends to both national and county governments. Firstly, the Commission has the mandate of tackling maladministration (improper administration) in the public sector. In this regard, the Commission is empowered to, among other things, investigate complaints of delay, abuse of power, unfair treatment, manifest injustice or discourtesy. Secondly, the Commission has the mandate of overseeing and enforcing the implementation of the Access to Information Act, 2016.

REPORTING TO: ASSISTANT DIRECTOR – HR & ADMINISTRATION

DEPARTMENT: CORPORATE SERVICES

DIVISION: HUMAN RESOURCE & ADMINISTRATION DIVISION

JOB GRADE: CAJ 6

NO. OF POSTS: 1

TERMS OF EMPLOYMENT: PERMANENT & PENSIONABLE

JOB DESCRIPTION

The position will be responsible to the Assistant Director – Human Resource & Administration in providing secretarial and office administrative support services, managing protocols and protect the integrity of official correspondence and data.

Specific duties and responsibilities will entail: –

• Ensure security of office records, equipment and documents including classified materials;


• Ensuring security, integrity and confidentiality of data;


• Establishing and monitoring procedures for record keeping of correspondence and file movements;


• Maintaining an up-to-date filling system in the office;


• Preparing responses to routine correspondence;


• Managing office protocol and etiquette;


• Taking oral dictation;


• Using e-office to research and process data;


• Coordinate office administrative services;


• Attending to visitors/clients;


• Handling telephone calls; customer inquiries and complaints;


• Coordinating schedules of meetings and appointments;


• Coordinating travel arrangements;


• Managing petty cash and any other office administrative duties that may be assigned from time to time;

JOB SPECIFICATIONS

For appointment to this grade, a candidate must: –

• Have served in the position of an Office Administrator II or a comparable position for a minimum period of four (4) years;


• Have a Bachelors degree in Secretarial Studies, Office Management or its equivalent qualification from a recognized institution;


• Have a Diploma in Secretarial Management Course


• Meet the requirements of Chapter Six (6) of the Constitution on Leadership and Integrity; and;


• Demonstrate professional competence and capability as reflected in work performance and results.

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