Principal Office Administrator

Overall purpose of the job

The incumbent will assist in the implementation of policies, procedures and processes in the deployed department.

Job specifications (duties)

The specific duties and responsibilities of the officer will entail: -

• Analyze student application forms, job application forms, tender documents, ISO documents, training evaluation forms to ensure accuracy of data;
• Manage office protocol and etiquette by attending to visitors/clients, handling customer enquiries, complaints and telephone calls while maintaining confidentiality;
• Information management by receiving, collecting and processing information from internal and external sources to ensure informed decision making and proper policy implementation;
• Retention of records by ensuring security of office records, equipment and documents including classified materials;
• Coordinate schedules of meetings and appointments; communicate to all concerned parties within timelines to avoid conflict of activities;
• Prepare responses to routine correspondences for information and action
• Maintain an up-to date filing system by establishing and monitoring procedures for record keeping and easy retrieval;
• Manage the office by ensuring proper layout, cleanliness, tidiness and safe custody of office equipment and furniture;
• Coordinate travel arrangements to avoid last minute rush and inconveniences;
• Provide secretarial services by attending meetings and taking minutes for future reference and circulating as required by ISO 9001; and
• Manage office petty cash to ensure smooth running of office activities.

Persons’ specifications

For appointment to the grade, one must have:

• At least four (4) years relevant experience;
• Bachelors degree in office management or business management or other relevant and equivalent from a recognized institution;
• Meet requirements of Chapter 6 of the Constitution; and
• Proficiency in Computer Applications.

Key Competencies and Skills

• Communication and reporting skills
• Attention to detail and quality orientation skills
• Problem solving and analytical skills
• Interpersonal and negotiation skills
• Professionalism
• Ethical and integrity