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.Department: Human Resources and Administrative Services
Reporting to: Human Resources and Administrative Services Manager
Qualification
* 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:-
1. Shorthand III minimum (110 WPM);
2. Typewriting III (60 WPM);
3. Business English III;
4. Commerce II;
5. Office Management III;
6. Secretarial Duties II; and
7. Secretarial Management Course.
8. 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
