Responsibilities or duties

The office administrators are responsible for the efficient management of office functions in the Agency. An officer at this level will work under the guidance of a senior manager.

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

For appointment to this grade, an officer must have:

• Bachelor’s Degree in Secretarial Studies from a recognized institutions; OR Bachelor of business and Office Management from a recognized Institution plus a Diploma in Secretarial Studies from a recognized institution; OR Bachelor’s Degree in Social studies from a recognized institution plus s Diploma in Secretarial Studies from a recognized institution;
• Membership to a relevant professional body
• Management Course from a recognized Institution
• Proficiency in computer applications.

Experience needed

Cumulative service period of six (6) years relevant work experience three (3) of which should have been in the grade of Office Administrator I or in a comparable position in the Public Service or Private Sector.

• Taking oral dictation;
• Using e-office to research and process data;
• Attending to visitors/clients;
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Ensuring security of office records, equipment and documents including classified materials;
• Ensuring security, integrity and confidentiality of information;
• Maintaining an up to date filing system in the office;
• Preparing responses to routine correspondence;
• Overseeing office protocol and etiquette
• Managing office protocol and etiquette; and
• Guiding and supervising other office administrative services personnel;
• Maintaining office diary, appointments and travel itineraries;
• Coordinating schedules of meetings;
• Monitoring procedures for record keeping of correspondence and file movements
• Supervising office cleanliness and;
• Establishing and monitoring procedures for record keeping of correspondence and file movement

• Proficiency in computer applications

• Bachelor’s Degree in Secretarial Studies from a recognized institutions; OR Bachelor of business and Office Management from a recognized Institution plus a Diploma in Secretarial Studies from a recognized institution; OR Bachelor’s Degree in Social studies from a recognized institution plus s Diploma in Secretarial Studies from a recognized institution;
• Membership to a relevant professional body
• Management Course from a recognized Institution