Job Title: Senior Administrative Services Officer
Scale: KW 4
Department: Human Resources and Administrative Services
Reporting to: Human Resources and Administrative Services Manager
Qualification
- Masters degree and a bachelor degree in Social Sciences or its equivalent from a recognized Institution.
- Higher diploma in Human Resource Management /Personnel Management
- Administrative course lasting not less than one(1) month
- Proficiency in computer application from a recognized Institution.
Experience
- Three (3) years working experience in a relevant field.
Knowledge and Skills
- Ability to Communicate effectively
- Good interpersonal relationship
- Be able to work under minimum supervision
Promotion
For promotion to this grade an officer must have:-
- Masters degree and a bachelor degree in Social Sciences or its equivalent from a recognized Institution.
- Served in the Grade of Administrative Assistant or a comparable and relevant position in the Public Service for a minimum period of 3 years; and
- Shown merit and ability as reflected in work performance and results.
Main Tasks
The officer will be answerable to the Human Resources and Administration Manager for the
following:-
- Ensuring smooth provision of security, cleaning, transport, office services.
- In charge of office accommodation
- Maintenance of an up to date and accurate register of all equipment, furnishings, fittings and vehicles;
- Monitor drivers conduct, Mechanics and security officers performance of their duties as required and fuel consumption.
- Coordinate all personnel communications.
- Planning office accommodation and lay out and allocation
- Supervision of secretarial and other administrative personnel.
- Liaise with the local contractors and suppliers in the discharge of maintenance of Furniture & Fittings.
- Ensure that a high standard of cleanliness is maintained and that the gardens are kept clean and tidy in the Institutes compound
- Maintenance of adequate insurance coverage at all times.
- Prepare a status report on all Institutes’ assets.
- Liaise with security service companies and ensure that there is adequate security.
Job Title: Administrative Services Assistant
Scale: KW 7
Department: Human Resources and Administrative Services
Reporting to: Senior Administrative Services Manager
Qualification
- Diploma in Human Resource Management/Personnel Management
- Supervisory Management /Administrative course from a recognized Institution
- Proficiency in computer application.
Experience
- Three (3) years working experience in a relevant field.
Knowledge and Skills
- Ability to Communicate effectively
- Good interpersonal relationship
- Be able to work under minimum supervision
Main Tasks
The officer will be answerable to the Senior Administrative Services Manager for the following:-
- Coordinating for security, cleaning, and office services.
- Responsible of office accommodation
- Coordinate all personnel communications.
- Assist in Planning office accommodation and lay out
- Supervise the work of the Institute cleaners, gardeners and security guards.
- Ensure that a high standard of cleanliness is maintained and that the gardens are kept clean and tidy.
Job Title: Transport Officer
Scale: KW 7
Department: Human Resources and Administrative Services
Reporting to: Senior Administrative Services Officer
Qualification
- Diploma in Fleet/ Logistics Management
- Supervisory Management /Administrative course from a recognized Institution
- Proficiency in computer application.
- Certificate in Vehicle Mechanics will be an added advantage.
Experience
- Three (3) years working experience in a relevant area.
Knowledge and Skills
- Ability to Communicate effectively
- Good interpersonal relationship
- Be able to work under minimum supervision
- Computer Literate.
Main Tasks
The officer will be answerable to the Senior Administrative Services Officer for the following:-
- Renewal, safekeeping and authorization of work tickets
- Safe keeping of Bon Voyage fuel cards
- Overseeing Vehicle handover from driver to driver
- Documentation and maintaining all transport related records.
- Ensure Maintenance and repair of all vehicles
- Ensuring compliance of traffic rules
- Acquisition of vehicle insurance
- Processing of vehicle fuel vouchers and follow up on their payments
Job Title: Human Resources Assistant
Scale: KW 7
Department: Human Resources and Administrative Services
Reporting to: Human Resource Officer
Qualification
- K.C.S.E. Grade C- or its approved equivalent.
- Higher Diploma in any of the following: Personnel Management/Human Resources
- Proficiency in Computer operation.
Experience
- Three (3) years working experience in a relevant field.
Knowledge and Skills
- Ability to Communicate effectively
- Good interpersonal relationship
- Be able to work under minimum supervision
Promotion
For promotion to this grade an officer must have:-
- Served in the Grade of Clerical Officer or a comparable and relevant position in the Public Service for a minimum period of 3 years; and
- Shown merit and ability as reflected in work performance and results.
Main Tasks
The officer will be answerable to the Human Resource Officer for the following:-
- recruitment, training, promotion,
- Preparing agenda for meetings
- Management and Maintaining the Institute payroll
- Maintenance of departmental records and equipment inventory
- Preparing estimates of expenditures for the office
- Handling general Personnel matters and statistics
- Processing cases for staff advisory and disciplinary committee
- Maintaining personnel information/data base.
Job Title: Records Management Assistant
Scale: KW 7
Department: Human Resources and Administrative Services
Reporting to: Senior Human Resources Officer
Qualification
- K.C.S.E. C- or its approved equivalent
- Higher Diploma in Archives/Records Management/Library Services
- Proficiency in Computer operation.
Experience
- Three (3) years working experience in a relevant field.
Knowledge and Skills
- Ability to Communicate effectively
- Good interpersonal relationship
- Be able to work under minimum supervision
Main Tasks
The officer will be answerable to the Senior Human Resources Officer for the following:-
- Maintaining an efficient filing system
- Guiding on file disposal
- Ensuring security of files and documents, pending correspondences and bring ups
- Maintaining file movement and other related registers
- Preparing disposal schedules and disposing dead files in accordance with relevant government regulations.
- General supervision of staff under him/her
- Budgeting for the registry requirements.
- Any other related duties in the registry.
Job Title: Executive Assistant
Scale: KW 6
Department: Directorate
Reporting to: Director
Qualifications
- Bachelors degree in Social Science, Secretarial Management, Business Management, office management from a recognized Institution Plus the following qualifications from the Kenya National Examination Council:-
- Shorthand III minimum (110 WPM);
- Typewriting III (60 WPM);
- Business English III;
- Commerce II;
- Office Management III;
- Secretarial Duties II; and
- Secretarial Management Course.
- Advanced level of Proficiency in Computer application.
Experience
- Three (3) years Practical Experience in Public/Private Organization.
Knowledge and Skills
- Knowledge of Modern Office procedures
- Good communication skills
- Inter personal skills
Main Tasks
The officer will be answerable to the Director for the following:-
- Responding to office matters of routine nature
- Managing documents and files, including classified materials
- Recording dictation in Shorthand and transcribing it in typewritten form
- Draft and Typing of letters
- Arranging and facilitating meetings
- Attending to visitors including arranging for appointments
- Making Travel arrangements for the Director
- Effective management of office protocol and media issues
- Maintaining up to date records of secretarial personnel
- Administration of the office, including security of office documents and equipments.
- Guide and supervise secretarial staff in lower grades
- Maintaining petty cash
How to apply
All Applications should be sent to:
The Advertiser
P. O. Box 60013 - 00200
Nairobi
NB: Indicate the position (Job Title) applied for on the bottom-right side of the envelop
Applications to be submitted on or before 9th March 2012
