Job Title: Senior Administrative Services Officer
Scale: KW 4
Department: Human Resources and Administrative Services
Reporting to: Human Resources and Administrative Services Manager
QualificationScale: KW 4
Department: Human Resources and Administrative Services
Reporting to: Human Resources and Administrative Services Manager
- 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:-
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:-
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
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:-
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
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:-
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
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:-
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:-
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
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:-
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
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:-
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
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