Background information about the job or company (e.g., role context, company overview)

The Independent Policing Oversight Authority (IPOA) was established through an Act of Parliament published in November 2011 to provide for civilian oversight over the work of the police in Kenya. The inaugural Board was sworn into office in June 2012. Vision: A robust civilian accountability mechanism that promotes public trust and confidence in the National Police Service. Mission: To conduct impartial and independent investigations, inspections, audits and monitoring of the National Police Service to prevent impunity and enhance professionalism in the interest of the public

Responsibilities or duties

An officer at this grade will undertake the following duties and responsibilities:

• Implementing policies, strategies, guidelines, plans, standards and procedures that impact Office Administration Services.
• Taking oral dictation and preparing responses to simple routine correspondences.
• Maintaining an up-to-date filing system and ensuring the security of office records, equipment, and documents.
• Coordinating schedules of meetings, maintaining office diary appointments, and travel itinerary.
• Answering and directing phone calls.
• Consolidating data for reports and ensuring the security, integrity, and confidentiality of data.
• Coordinating development and implementation of individual work plans for officers under their purview.
• Operating office equipment.
• Attending to visitors/clients.

Qualifications or requirements (e.g., education, skills)

For appointment to this grade, an officer must have the following Qualifications:

• Served in the grade of Assistant Office Administrator II, IPOA 9 or comparable and relevant position in public service for a minimum period of three (3) years;
• Diploma in Secretarial Studies from the Kenya National Examination Council or equivalent qualifications from a recognized institution;
• OR
• Business education single and group certificate stages I, II and III from Kenya National Examination Council in the following subjects:-
  • Shorthand III (110 w.p.m.)
  • Typewriting III (50 w.p.m.) / Computerized Document Processing III;
  • Business English III/Communication II;
  • Commerce II;
  • Office Management III/Office Administration and Management III; and
  • Secretarial Duties II;
• Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution; and
• Certificate in Computer applications.

• Implementing policies, strategies, guidelines, plans, standards and procedures that impact Office Administration Services.
• Taking oral dictation and preparing responses to simple routine correspondences.
• Maintaining an up-to-date filing system and ensuring the security of office records, equipment, and documents.
• Coordinating schedules of meetings, maintaining office diary appointments, and travel itinerary.
• Answering and directing phone calls.
• Consolidating data for reports and ensuring the security, integrity, and confidentiality of data.
• Coordinating development and implementation of individual work plans for officers under their purview.
• Operating office equipment.
• Attending to visitors/clients.

• Shorthand
• Typewriting
• Computerized Document Processing
• Business English
• Communication
• Commerce
• Office Management
• Office Administration and Management
• Secretarial Duties
• Public Relations
• Customer Care
• Computer applications

• Diploma in Secretarial Studies from the Kenya National Examination Council or equivalent qualifications from a recognized institution
• OR Business education single and group certificate stages I, II and III from Kenya National Examination Council in Shorthand III (110 w.p.m.), Typewriting III (50 w.p.m.) / Computerized Document Processing III, Business English III/Communication II, Commerce II, Office Management III/Office Administration and Management III, and Secretarial Duties II
• Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution
• Certificate in Computer applications