Admin Assistant Job in Kenya

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:

Senior
Administration Assistant: KNC 8 -1 POST

Functions

• The administration officers are
  responsible for the following functions:


• Coordinate the development and
  implementation of security, administrative and logistics services


• outlining key activities to be
  undertaken, resource requirements, performance measures and


• indicators as well as expected
  outcomes;


• Assess potential organizational
  risks against the organization including staff, tools, equipment,


• machinery and motor vehicles
  and conduct negotiations to secure insurance policy cover in line with


• the prescribed regulations;


• Supervise the provision of
  office services, comprising cost effective mail collection and delivery


• system; front office reception
  service; ablution and refreshments facilities; as well as office security;


• Develop, implement and monitor
  plan for preventive maintenance and repair of KNATCOM’s property,


• motor vehicles, equipment,
  machinery including physical infrastructure in order to ensure that such


• facilities are in a proper
  working condition;


• Coordinate the repair and
  maintenance of equipment, machinery, motor vehicles in authorized


• workshops against approved
  requisitions and job cards. Also follow up to ensure that repairs are


• made to the highest standards
  of quality and within budget limitations;


• Coordinate and implement
  security policies and systems to protect infrastructural facilities and


• installations including
  equipment, machinery and property against theft, fire, equipment
  malfunctions


• and vandalism, including
  unauthorized and illegal entry;


• Prepare reports of
  irregularities, such as property damage, leaking pipes, theft, fire or
  presence of


• unauthorized persons or unusual
  occurrence;


• Oversee the development,
  implementation and maintenance of a sustainable records storage plan;


• Develop and manage an effective
  and efficient transport management system for the organization;


• Develop specifications for the
  purchase of all capital items and for the maintenance contracts for


• Commission office space, office
  equipment and office services;


• Administer all repair service
  and maintenance contracts and ensure that all office equipment and


• office
  services are properly maintained and operate efficiently; 


• Continuously
  liaise with the contracted property managing agents and ensure that all
  available space 


• is
  let, rent paid and the properties maintained; 


• Advise
  management on the items that are old, expensive to maintain and/or
  obsolete for disposal; 


• Coordinate
  the maintenance, renovation and management of the Commissions property
  portfolio, and 


• other
  properties;


• Coordinate
  provision of official entertainment to include protocol and hospitality
  services such as tea, 


• water,
  food and snacks where necessary; 


• Coordinate
  administrative and secretarial support across the Commission and ensure
  efficiency and 


• timeliness
  in service delivery; and 


• Any
  other duties as may be assigned.

Responsibilities

• Ensuring
  general cleanliness in offices on daily and weekly basis including
  supervision of collection and disposal of dustbin contents; 



• Managing
  day to day office affairs; 


• Drafting
  simple routine correspondences e.g. reports, letters and typing from drafts; 


• Attending
  to enquiries as deemed appropriate; 


• Managing
  office equipment e.g. fax, computer, scanner, telephone, printer,
  stationery and make sure 


• they
  are functional and notify the officer in charge in case of any issues; and 


• Any
  other duties as may be assigned

Qualifications

• At
  least four (4) years working experience in administration in the public
  service or private sector; 


• Diploma
  in public/business administration, office management, any social science
  or equivalent 


• qualification
  from a recognized institution;


• Minimum
  KCSE C- (minus) or its equivalent; 


• Certificate
  in supervisory course lasting not less than two (2) weeks from a
  recognized institution;


• Proficiency
  in computer applications; 


• Fulfil
  the requirements of Chapter Six of the Constitution; and 


• Shown
  merit and ability as reflected in work performance and results.

Key Competencies and Skills

• Analytical
  skills;


• Communication
  skills;


• Strategic
  and innovative thinking;


• Interpersonal
  skills; and


• Negotiation
  skills

How to Apply

All
applications should reach the Commission on or before Tuesday, 29th
March 2022 at 5.00 pm.

Note: Only shortlisted and
successful candidates will be contacted.