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:

• Supporting implementation of policies, strategies, guidelines, plans, standards and procedures that impact on Office Administration Services;
• Taking oral dictation and preparing responses to simple routine correspondences;
• Maintaining an up to date filing system and ensuring security of office records, equipment and documents;
• Maintaining office diary, appointments and travel itinerary;
• Answering and directing phone calls;
• Collecting and collating data for developing internal and external reports and ensuring security, integrity and confidentiality of data;
• Operating office equipment; and
• Attending to visitors/clients.

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

Experience needed

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

• Served for a minimum period of three (3) years, at the grade of Assistant Office Administrator III or in a comparable and relevant position;
• 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 (100 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; and
  • Proficiency in Computer applications.

• Supporting implementation of policies, strategies, guidelines, plans, standards and procedures that impact on Office Administration Services;
• Taking oral dictation and preparing responses to simple routine correspondences;
• Maintaining an up to date filing system and ensuring security of office records, equipment and documents;
• Maintaining office diary, appointments and travel itinerary;
• Answering and directing phone calls;
• Collecting and collating data for developing internal and external reports and ensuring security, integrity and confidentiality of data;
• Operating office equipment; and
• Attending to visitors/clients.

• Proficiency in 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 the following subjects:- Shorthand III (100 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;