Office Administrator

Kenya Maritime Authority is a State Corporation whose mandate is to regulate, coordinate and oversee maritime affairs as guided by the Kenya Maritime Authority Act, 2006, the Merchant Shipping Act, 2009 and relevant Maritime International Conventions.

The Authority is seeking to recruit highly competent, proactive and self-driven individuals to fill the following vacant position:

OFFICE ADMINISTRATOR – 2 POSTS

REF: KMA/ER2/25/7
Directorate: Finance and ICT
Grade: KMAG 6
Terms of Service: Pensionable, medical cover
Remuneration (kshs.): Basic salary: 71,500.00 to 140,500.00, House allowance: 20,000.00, Commuter allowance: 14,000.00

Job Purpose:

The duties of Administrative Officers will entail ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, 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.

Duties and responsibilities

i. Attending to visitors/clients;
ii. Handling telephone calls and enquiries;
iii. Handling customer inquiries and complaints;
iv. Ensuring security of office records, equipment and documents;
v. Ensuring confidentiality of office information;
vi. Record keeping for correspondences and file movement;
vii. Managing office protocol and etiquette;
viii. Managing petty cash for the respective office;
ix. Maintaining an up-to-date file movement register;
x. Coordinating the general administration of the respective department/office;
xi. Coordinating schedule of meetings and appointments for the respective departments/office;
xii. Coordinating travel arrangements for the respective departments/office;
xiii. Coordinating appointments and travel itineraries for the Chief Asst. Dir.;
xiv. preparing responses to simple routine correspondence for the Chief Manger; and
xv. Monitoring procedures for record keeping for correspondences.
xvi. Ensuring security, integrity and confidentiality of data; and
xvii. Undertaking any other office administrative services duties that may be assigned.

Person Specifications

For appointment to this grade, an officer must: –

i. Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
ii. Have passed the following examinations from the Kenya National Examinations Agency (KNEC);
a. Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
b. Shorthand III (120 w.p.m);
c. Business English III/Communications I;
d. Office Management III/Office Administration and Management III;
e. Secretarial Duties II;
f. Commerce II;
iii. Proficiency in computer applications;
iv. Demonstrated results in work performance;