Job Description

The Assistant Administrative Officer will be expected to:-

• Participate and ensure smooth day to day running of the various activities within the office;
• Perform front office duties like receiving visitors and calls and responding to enquiries and/or directing them to the relevant offices;
• Send, receive and direct emails to the concerned officers and/or print for the officer’s attention;
• Receive, read and screen correspondences and sort them out and direct them to the respective officers for action;
• Take dictations/transcribe/type memos/circulars/letters and other documents or edit documents that come from other departments for signature;
• Read all correspondences that come to the office to ensure that they do not have obvious errors before they are signed;
• Ensure that out-trays are cleared by removing all the files that have been worked on, sorting them and sending to relevant officers for action;
• Ensure proper filing of office records;
• Organize for meetings by issuing notices, preparing agenda and documentation for the meetings and taking accurate minutes in various committees;
• Prioritize any matter that requires urgent attention for quick action;
• Assist in forwarding information to Heads of Units on decisions made by various University Management committees so that they can act on what affects their departments;
• Handle and store highly confidential documents on deliberations during Senate/staff disciplinary/interviews meetings in order to secure them and prevent leakage of information to unintended persons;
• Carry out any other assignment from supervisor.

Minimum Requirements

Bachelor’s Degree in Administration/ Management or equivalent qualifications from a recognized University with at least five (5) years in a comparable position.

Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized Institution.

In addition

The candidate Must have the following qualifications: -

• Typewriting III (50 w.p.m.)/Computerized Document Processing III
• Shorthand II (80 w.p.m.)
• Business English II/Communications I
• Office Practice II
• Secretarial Duties II
• Commerce II
• Office Management III/Office Administration and Management III;
• Exemplary work performance.
• Computer literacy.
• High level of integrity and confidentiality.

These positions requires individuals who is committed who are of high ethical standards, integrity, and professionalism.

• Participate and ensure smooth day to day running of the various activities within the office;
• Perform front office duties like receiving visitors and calls and responding to enquiries and/or directing them to the relevant offices;
• Send, receive and direct emails to the concerned officers and/or print for the officer’s attention;
• Receive, read and screen correspondences and sort them out and direct them to the respective officers for action;
• Take dictations/transcribe/type memos/circulars/letters and other documents or edit documents that come from other departments for signature;
• Read all correspondences that come to the office to ensure that they do not have obvious errors before they are signed;
• Ensure that out-trays are cleared by removing all the files that have been worked on, sorting them and sending to relevant officers for action;
• Ensure proper filing of office records;
• Organize for meetings by issuing notices, preparing agenda and documentation for the meetings and taking accurate minutes in various committees;
• Prioritize any matter that requires urgent attention for quick action;
• Assist in forwarding information to Heads of Units on decisions made by various University Management committees so that they can act on what affects their departments;
• Handle and store highly confidential documents on deliberations during Senate/staff disciplinary/interviews meetings in order to secure them and prevent leakage of information to unintended persons;
• Carry out any other assignment from supervisor.

• Typewriting III (50 w.p.m.)/Computerized Document Processing III
• Shorthand II (80 w.p.m.)
• Business English II/Communications I
• Office Practice II
• Secretarial Duties II
• Commerce II
• Office Management III/Office Administration and Management III;
• Computer literacy.

• Bachelor’s Degree in Administration/ Management or equivalent qualifications from a recognized University
• Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council or equivalent qualifications from a recognized Institution.
• Exemplary work performance.
• High level of integrity and confidentiality.