Office Assistant

The Office of the Auditor-General (OAG) is an Independent Office established by Article 229 of the Constitution of Kenya. The Office is charged with the primary oversight role of ensuring accountability in the use of public resources within the three arms of government (the Legislature, the Judiciary and the Executive), County Governments as well as the Constitutional Commissions and Independent Offices

Pursuant to Article 252 (1) (c) of the Constitution, the Office seeks to recruit qualified and competent staff to fill the following positions:

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OFFICE ASSISTANT II: GRADE OAG 11 (10 Posts)

Purpose of the job

This will be the entry and training grade for this cadre. This position is responsible for provision of support services to the organization to enable the Office run efficiently.

Duties and Responsibilities

• Recording, filing and distributing all inward and outward correspondence to ensure timely delivery of documents
• Accurately store, arrange, index and classify records to ensure smooth running of the office
• Assist in the development of filing systems and maintenance of both electronic and paper-based files in the Office to ensure timely retrieval and data integrity.
• Assist in setting up, maintenance, review and documentation of records systems aimed at increasing efficiency in the Office.
• Assist staff with requests to locate and retrieve documents that had been archived
• Carry out cleaning work to the required standard and as instructed
• Ensure that tools and equipment are in good working condition and report any defects.
• Deliver files and letters to the respective destinations
• Organize and set up of the office
• Enhance and support in the security of the office by opening and closing of the main doors
• Prepare and provide refreshments for the office staff

Requirements for Appointment

Kenya Certificate in Secondary Education mean Grade of D+ from KNEC or its equivalent and recognized qualification from a recognized institution.

Core Competences

• Creative/ Innovative – Develop new and unique ways to improve operations within the Office to deliver excellent, efficient and outstanding service/products to clients (e.g., methods, processes, systems, policies etc.). Take initiative and start activities.
• Ethical – Understand ethical behaviour and public-sector practices. Ensure that own behaviour and behaviour towards others is consistent with these standards and aligns with the values and ethical standards of the Office.
• Teamwork – Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance effectiveness within OAG.
• Relationship Building – Establish and maintain positive working relationships with others, both internally and externally ensuring the achievement of goals and objectives of the Office.
• Handle Conflict -Deal with disputes in a rational, balanced way through effective communication, problem resolving abilities and good negotiating skills, to restore the focus of the teams within the Office.
• Effective Communication – Speak, listen, and write in a clear, thorough, and efficient manner using appropriate and effective communication tools and techniques. Speak eloquently and engagingly in meetings, in one-on-one situations as well as in small and large groups. Listen, be receptive to the counterpart and adapt to the situation. Adjust the message to the recipient.
• IT Communication Systems – Knowledge of methodology and software (web based) that the Office uses to share information, communicate and interact with relevant internal or external stakeholders.