Office Administrator

The Ministry of Health (MoH) is the Government body whose key mandate is to build a progressive, responsive and sustainable healthcare system for accelerated attainment of the highest standard of health to all Kenyans as enshrined in the Constitution of Kenya 2010.

The Ministry is undertaking an elaborate process to digitize its health ecosystem; a key enabler towards realization of Universal Health Coverage; through the Digital Health Agency (DHA), a body established under Part II of the Digital Health Act of 2023; with the mandate to develop, operationalize and maintain a secure, compressive and integrated health system through management of the core digital health systems and infrastructure.

The State Department for Medical Services has entered into an agreement with Safaricom Consortium for Provision of Healthcare Information Technology Digitalization for Universal Healthcare Project and has set up a Project Management Office to oversee the implementation of the project.

The Project seeks to recruit qualified and competent persons to fill vacant positions in the Project Management Office on a two-year contract (renewable) as shown below.

Job Title: Office Administrator

Job Grade: DUH7

Reporting Structure: Project Support Manager

Number of vacancies: 2

Terms of Service: Two (2) years Contract (Renewable)

Work Environment: Office Setting

Employment Type: Full Time

Remuneration: Competitive Package for the Successful Candidate

Job Location: Digital Health Agency Head Quarters

Job Description

As an Office Administrator, you will report to the Project Support Manager and handle office management tasks, scheduling, and recordkeeping. You will coordinate meetings, maintain office supplies, and ensure a well-organized work environment.

Your role includes managing correspondence, overseeing filing systems, and handling petty cash. Strong organizational and communication skills are required.

Key Responsibilities

• Maintaining security of office records, equipment, documents including classified materials by preventing unauthorized access in order to ensure integrity and confidentiality;
• Managing office petty cash in the office to ensure payments for small amounts such as postage, minor repairs, or day-to-day supplies;
• Coordinating induction of secretarial students on attachment and internship within the Institute to enhance their skills;
• Ensuring office equipment such as scanners, computers and printers are in good working condition to enhance efficiency; and
• Participating diligently in various committees as shall be appointed or tasked from time to time.

Operational Responsibilities / Tasks

• Maintain an up-to-date filing system in the office by establishing and monitoring procedures for record keeping of correspondences and file movements for archiving and ease of retrieval for future reference.
• Facilitate communication by receiving telephone calls and directing them appropriately;
• Facilitate correspondences by date stamping, recording in the appropriate registers for the attention of immediate supervisor;
• Type from drafts, manuscripts or recording from dictation machines and processing data and forward to the supervisor for amendments;
• Maintain office diary and travel itineraries to ensure timely handling of appointments; and
• Maintain visitors book for accountability and future reference.

Required qualifications, Skills and Experience

• Business Education Single and Group Certificate Stages I, II and III; from the Kenya National Examination Council;
  OR
• Diploma in Secretarial Studies from the Kenya National Examination Council;
• proficiency in computer applications;
• Knowledge in financial management;
• Skills in time Management, Interpersonal, Customer care, Communication skills

Timelines and milestones

The contract period is for two years which is renewable subject to satisfactory performance and availability of funds.