Office Administrator Job in Nairobi, Kenya

Office Administrator

JOB VACANCY No.:
NaMATA/HR/24/2023

NaMATA JOB GRADE 7

Job Specification

• The Office Administrator, will report to the Senior (Human
  Resource Officer). He / She will be responsible for ensuring
  appropriate reception of visitors and facilitating communication into
  and out of the Authority, amongst other routine administrative
  office duties, as will be guided.

Duties and responsibilities 

• Co-ordinating the general administration of the Directors’
  offices;


• Managing the Directors’ diaries;


• Coordinating appointments and travel itineraries for the
  Directors;


• Attending to visitors/clients;


• Handling telephone calls;


• Coordinating schedules of meetings;


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


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


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


• Preparing responses to simple routine correspondence;


• Managing office protocol and etiquette;


• Supervising office cleanliness;


• Ensuring security, integrity and confidentiality of data; and


• Undertaking any other office administrative services duties
  that may be assigned

Requirements for Appointment 

For appointment to this
grade, a candidate must have:

• At least four (4) years relevant experience:


• Diploma in Secretarial Studies from Kenya National
  Examinations Council;

OR

• Business Education Single and Group Certificates (BES &
  GC) Stages I, II and III from the Kenya National Examinations Council in
  the following subjects:


• Shorthand III (minimum 110 wpm)


• Typewriting III (50 Wpm)/computerized Document processing
  III; 


• Business English III/Communication II


• Commerce II; 


• Office practice II


• Office Management III/Office Administration and Management
  III 


• Secretarial Duties II;


• Certificate in Computer Application from a recognized
  institution; and


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

Key competencies and
Skills

• Communication skills


• Interpersonal skills


• Planning and organization skills

How To Apply

Interested and qualified
persons are invited to make their applications by submitting their applications
for their positions of interest.

The applicants should
attach COPIES of the following documents to their applications:

• Cover Letter for the position of interest clearly indicating
  the Job Vacancy No.:


• Detailed Curriculum Vitae;


• National Identity Card;


• Academic and Professional Certificates;

Candidates who meet the
requirements stipulated should submit their applications so as to
reach the address shown below on Tuesday, 12th September, 2023 at 12:00
noon. Applications should include CVs with details of day time contacts,
current and expected salary, notice period required to take up
appointment, names and contacts of three (3) referees. Applicants must also
attach copies of all Certificates/Testimonials, and copy of National ID /
Passport. All applications MUST have the Job Vacancy No., clearly
indicated on the envelope. 

The Director General,

Nairobi Metropolitan
Area Transport Authority (NaMATA),

P. O. Box 30117 – 00100,

NAIROBI

Or emailed to: recruitment@namata.go.ke or
hand delivered and inserted in the Recruitment Box placed on the 6th Floor.

Successful
applicants are expected to fulfill the requirements of Chapter Six (6) of the
Constitution of Kenya, and MUST obtain and submit VALID clearance
certificates from the following organizations upon offer of appointment:

• Individual Tax Compliance Certificate from the Kenya Revenue
  Authority (KRA);


• Higher Education Loans Board (HELB);


• Directorate of Criminal Investigation (Certificate of Good);
  and


• An Approved Credit Reference Bureau.

NaMATA is an Equal
Opportunity Employer committed to diversity and gender equality. 

Persons living with
disability (PWDs), women and those from marginalized areas are encouraged to
apply.

Applications without the
relevant qualifications, copies of documentation / details as sought
for will not be considered.

Any form of
canvassing shall lead to automatic disqualification