National Crime Research Centre (NCRC) with the overriding objective of carrying out research into the causes of crime and its prevention and to disseminate research findings to Government Agencies charged with administration of criminal justice with a view to assisting them in their policy formulation and planning. The mandate is to carry out research int...

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Senior Office Administrator

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

6 years

Location

Nairobi

Job Field

Administration / Secretarial

Job Description

Duties and responsibilities at this level will entail: -

• Promoting Customer Care by handling internal and external customer enquiries and complaints;
• Facilitating appointments by maintaining the office diary to ensure planned activities are conducted on schedule;
• Coordinating logistical arrangements for national and regional conferences, seminars, meetings and workshops by making transport and hotel reservations for meetings within and out of the Centre;
• Coordinating physical and virtual meetings with different departments within and outside the Centre by prioritizing booking of rooms/conference facilities. recording minutes for use during meetings;
• Ensuring security and integrity of office equipment, records and documents. including classified materials;
• Preparing reports and draft letters for the Head of Directorate/Senior Assistant Director's action;
• Maintaining up to date filing system and monitoring file movement:
• Handling telephone calls and appointments;
• Using e-office to research and process data;
• Providing for good office layout and cleanliness;
• Implementing and monitoring procedures for record keeping of correspondence and file movements;
• Managing office protocol, etiquette and telephone calls;
• Managing petty cash;
• Ensuring office equipment such as scanners, photocopiers, shredders, computers and printers are serviced and in good working condition;
• Generating drafts and responding to incoming and outgoing correspondence; and
• Support preparation, custody, archival and retrieval of reports and document.

Job Specification

For appointment to this grade, an officer must have:

• 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;
• Bachelor's degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution;
• OR
• Bachelor's Degree in Social Sciences AND a Diploma in Secretarial Studies from a recognized institution OR Business Education Single and Group Certificates (BES and GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
  • Shorthand III (minimum 120 w.p.m.);
  • Typewriting III (50 w.p.m.)/Computerized Document Processing III;
  • Business English III/Communications II;
  • Commerce II;
  • Office Practice II;
  • Office Management III/Office Administration and Management III:
  • Secretarial Duties II;
  • Public Relations and Customer Care Course lasting not less than (2) weeks from a recognized institution;
  • Membership to a relevant professional body where applicable and in good standing;
  • Proficiency in computer application skills; and
  • Shown merit and shown ability as reflected in work performance and results.

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• Promoting Customer Care by handling internal and external customer enquiries and complaints;
• Facilitating appointments by maintaining the office diary to ensure planned activities are conducted on schedule;
• Coordinating logistical arrangements for national and regional conferences, seminars, meetings and workshops by making transport and hotel reservations for meetings within and out of the Centre;
• Coordinating physical and virtual meetings with different departments within and outside the Centre by prioritizing booking of rooms/conference facilities. recording minutes for use during meetings;
• Ensuring security and integrity of office equipment, records and documents. including classified materials;
• Preparing reports and draft letters for the Head of Directorate/Senior Assistant Director's action;
• Maintaining up to date filing system and monitoring file movement:
• Handling telephone calls and appointments;
• Using e-office to research and process data;
• Providing for good office layout and cleanliness;
• Implementing and monitoring procedures for record keeping of correspondence and file movements;
• Managing office protocol, etiquette and telephone calls;
• Managing petty cash;
• Ensuring office equipment such as scanners, photocopiers, shredders, computers and printers are serviced and in good working condition;
• Generating drafts and responding to incoming and outgoing correspondence; and
• Support preparation, custody, archival and retrieval of reports and document.

• Proficiency in computer application skills
• Shorthand III (minimum 120 w.p.m.)
• Typewriting III (50 w.p.m.)/Computerized Document Processing III
• Business English III/Communications II
• Commerce II
• Office Practice II
• Office Management III/Office Administration and Management III
• Secretarial Duties II
• Public Relations and Customer Care

• Bachelor's degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized institution; OR Bachelor's Degree in Social Sciences AND a Diploma in Secretarial Studies from a recognized institution OR Business Education Single and Group Certificates (BES and GC) Stages I, II and III from the Kenya National Examinations Council
• Membership to a relevant professional body where applicable and in good standing