Massive Recruitment by Government of Kenya – SAJ (Over 20 Positions)

The Commission on Administrative Justice (Office of the Ombudsman) is an Independent Constitutional Commission established under section 59 of the Constitution of Kenya.

Its core mandate is to investigate any conduct in state affairs, maladministration, complaints of abuse of power, unfair treatment, manifest injustice or unlawful, oppressive, unfair or unresponsive conduct in the Public Sector, and to generally ensure compliance with the tenets of integrity, good governance and responsiveness.

In order to deliver on its mandate, the Commission wishes to fill the following key positions with suitably qualified candidates:

Telephone Operator/Receptionist

Job Grade CAJ 11
No. Of Posts: 1
Reports To: Human Resources And Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Assisting all visitors at the Commission;
• Operating the switchboard;
• Maintaining an accurate record of all visitors to the Commission
• Managing the reception area;
• Managing the front offices services.

Person Specifications
For appointment to this position, a candidate must:-

• Have Certificate in Reception/Telephone Operator course lasting not less than four (4) weeks from a recognized institution; OR
• Have Certificate in Customer Care or Effective Receptionist course lasting not less than four (4) weeks from a recognized institution;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Support Staff

Job Grade CAJ 12
No. Of Posts: 2
Reports To: Human Resource & Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Messengerial duties,
• Ensuring general cleanliness
• Dispatching letters;
• Making photocopies of documents as appropriately directed;
• Preparing and serving tea in a timely manner in the designated areas;
• Other general duties as may be allocated to the officer by the Supervisor.

Person Specifications
For appointment to this position, a candidate must:-

• Have Kenya Certificate of Secondary Education (KCSE) mean grade D- (minus) from Kenya National Examination Board or from an equivalent recognized examination body;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;

Senior Support Staff

Job Grade CAJ 11
No. Of Posts: 1
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Opening and locking up the offices while performing relevant security checks;
• Ensuring the offices, furniture, windows, walkways and lavatories are kept clean state;
• Coordinating repair and maintenance of office premises and furniture;
• Coordinating the setting up of the boardroom or any other room for meetings;
• Ensuring mail dispatch and collection;
• Coordinating hospitality function in liaison with Senior Executive Secretary;
• Ensuring safe custody of cleaning materials and maintenance of issuance register;

Person Specifications
For appointment to this position, a candidate must:-

• Have at least three (3) years relevant experience providing messengerial and office cleaning services;
• Have Kenya Certificate of Secondary Education (KCSE) mean grade D from Kenya National Examination Board or from an equivalent recognized examination body;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Driver

Job Grade CAJ 13
No. Of Posts: 3
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Driving the assigned vehicle as authorised;
• Carrying out routine checks on the vehicle’s cooling, oil, electrical, tyre pressure and brake systems, etc.;
• Detecting and reporting malfunctioning of the vehicle systems;
• Maintenance of work ticket(s) for vehicle(s) assigned;
• Ensuring security and safety of the vehicle on and off the road;
• Overseeing safety of the passengers and/or goods therein;
• Maintaining cleanliness of the vehicles(s).

Person Specifications
For appointment to this position, a candidate must:-

• Have Kenya Certificate of Secondary Education mean grade D plain or its equivalent qualification from a recognized Institution;
• Have at least three(3) years active driving experience;
• Have valid driving license free from any current endorsements and valid for any of the classes of vehicles which the officer is required to drive;
• Have adequate knowledge of the Highway Code;
• Have passed the Suitability Test for Drivers Grade II from the Ministry of Roads and Public Works;
• Have certificate of good conduct from the Kenya Police;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Chief Clerical Officer

Job Grade CAJ 10
No. Of Posts: 1
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Coordinating routine & general administrative services;
• Compiling and analyzing statistical data;
• Sorting our documents and filing them in the correct files and ensuring they are easy to retrieve;
• Drafting routine correspondence
• Dispatching correspondence to the designated offices; and
• Supervising transport services.

Person Specifications
For appointment to this position, a candidate must:-

• Have Kenya Certificate of Secondary Education mean grade C- with a pass in English and Kiswahili recognized institution;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Secretarial Assistant

Job Grade CAJ 11
No. Of Posts: 2
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Typing from manuscripts;
• Processing data;
• Operating office equipment;
• Ensuring security of office equipment, documents and records;
• Attending to visitors/clients;
• Handling telephone calls and appointments;
• Undertaking any other secretarial duties that may be assigned.

Person Specifications
For appointment to this position, a candidate must:-

• Have Diploma in Secretarial Studies or Business Administration from a recognized institution;
• Have typing speed of at least 30 wpm;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Records Management Officer

Job Grade CAJ 10
No. Of Posts: 1
Reports To: Director, Finance & Administration

Key Tasks
Duties and responsibilities will entail:-

• Ensuring that effective storage and retrival of records;
• Implementing an efficient records filing system.
• Creating an up to date reference system;
• Maintaining a records movement register;
• Facilitating easy retrieval of records;
• Ensuring that records are well maintained;
• Creating new records and classifying them as appropriate;
• Offering technical support to the secretarial staff on classification of records.
• Receiving, sorting, and classifying incoming mails;
• Ensure security of information, documents, files and office equipments;

Person Specifications
For appointment to this position, a candidate must:-

• Have Diploma in Records Management from a recognized institution;
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Senior Personal Secretary

Job Grade CAJ 9
No. Of Posts: 2
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Recording dictation in shorthand and transcribing it in typewritten form;
• Typing from drafts, manuscripts;
• Processing data;
• Attending to visitors/clients;
• Handling telephone calls and appointments;
• Ensuring security of office records, equipment and documents, including classified materials;
• Preparing responses to simple routine correspondence;
• Undertaking any other secretarial duties that may be assigned.
• Providing guidance to junior secretarial staff

Person Specifications
For appointment to this position, a candidate must:-

• Have served for at least three (3) years in areas providing secretarial services;
• Have Diploma in Secretarial Studies or Business Administration from a recognized institution;
• Have typing speed of at least 50 wpm;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Senior Accountant

Job Grade CAJ 9
No. Of Posts: 1
Reports To: Finance Manager

Key Tasks
Duties and responsibilities will entail:-

• Maintaining proper records of accounts
• Preparing the financial reports;
• Providing monthly reports on expenditure to the management;
• Examining the financial records and collecting information when preparing reports to processing payments in accordance with the public financial accounting procedures;
• Ensuring that the Commission complies with statutory payments;
• Carrying out bank reconciliation;
• Ensuring compliance with legal, statutory and professional regulations;
• Liaising with Treasury and the Central Bank for Exchequer releases.

Person Specifications
For appointment to this position, a candidate must:-

• Have Bachelor degree in any of the following disciplines: - Commerce, Accounting or Finance from a recognized institution.;
• Have professional qualification as CPA, ACCA; CPA(K)
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Senior Records Management Officer

Job Grade CAJ 9
No. Of Posts: 1
Reports To: Director, Finance & Administration

Key Tasks
Duties and responsibilities will entail:-

• Managing the Commission’s Records and Information Management Unit;
• Creating an effective records management system to facilitate quick retrieval;
• Developing and implementing an effective records tracking system;
• Designing and implementing records classification criteria
•  Ensuring safety and security of the Commission’s records;
• Advising the Commission on disposal of records
• Receiving, sorting and classifying incoming mail.
•  Conducting regular records audits.;
• Supervising staff working under him/her.

Person Specifications
For appointment to this position, a candidate must:-

• Have served for at least three (3) years in record management related areas;
• Have Diploma in Records Management from a recognized institution;
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Planning Officer

Job Grade CAJ 7
No. Of Posts: 1
Reports To: Director, Compliance and Risk

Key Tasks
Duties and responsibilities will entail:-

• Providing technical support in budget preparation ;
• Preparing periodic reports on the status of the implementation of the Strategic Plan and Workplans;
• Monitoring and evaluating donor-funded commission programs assessing whether they comply with donor requirements
• Cordinating preparation of work plans.

Person Specifications
For appointment to this position, a candidate must:-

• Have Bachelor degree in any of the following disciplines: - Commerce, Economics or Statistics from a recognized institution.;
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya

Senior Executive Secretary

Job Grade CAJ 7
No. Of Posts: 1
Reports To: Commission Secretary

Key Tasks
Duties and responsibilities will entail:-

• Handling administrative function of the office of the Commission Secretary;
• Drafting routine correspondence and reports;
• Receiving and screening incoming calls, visitors, correspondence and reports, and routing matters to the Commission Secretary or appropriate officers accordingly;
• Maintaining the Commission Secretary’s calendar and schedule of appointments;
• Ensuring proper filing of records emanating from the office of the Commission Secretary;
• Coordinating international and local itineraries for the Commission Secretary and Commissioners and guests;
• Coordinating travel bookings and hotel reservations;
• Maintaining an inventory of office equipment and supplies;
• Preparing notice, agenda and minutes for meetings as necessary; and
• Providing leadership to junior secretarial and support staff.
• Providing guidance to support staff.

For appointment to this position, a candidate must:-

• Have served for at least four (4) years in areas providing secretarial services;
• Have Diploma in Secretarial Studies or Business Administration from a recognized institution;
• Higher Diploma will be an added advantage;
• Have typing speed of at least 50 wpm;
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Legal Officer

Job Grade CAJ 7
No. Of Posts 5
Reports To: Director, Legal and Advisory Services

Key Tasks
Duties and responsibilities will entail:-

• Attending to clients on matters relating to administrative justice and offering legal advice thereon;
• Representing the Commission in legal proceedings including amicus briefs
• Assisting the Commission conducting hearings, inquiries and investigations in matters falling within its mandate in hearings and other legal matters.
• Preparing legal and advisory opinions;
• Handling and facilitating resolution of client’s complaints;
• Facilitating mechanisms for formal hearings and inquiries by the Commission;
• Providing recommendations or remedial alternatives for resolution of disputes;
• Conducting legal research on matters relating to administrative justice.
• Dealing with matters relating to mediation and reconciliation;
• Preparing periodic reports on complaints investigated and remedial action taken by the Commission;
• Drafting, examining, and advising on contracts the Commission and third parties; promoting Constitutionalism and observance of human rights, including protection of the rights of minorities and the marginalized in the context of the Commission’s mandate;

Person Specifications
For appointment to this position, a candidate must:-

• Have Bachelor of Laws degree from a recognized institution;
• Have Diploma in Law from the Kenya School of Law;
• Be an Advocate of the High Court of Kenya;
• Be a member of Law Society of Kenya (LSK);
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Compliance Officer 

Job Grade CAJ 7
No. Of Posts 1
Reports To: Director, Compliance and Risk

Key Tasks
Duties and responsibilities will entail:-

• Ensuring that the Commission is compliant in regard to all Constitutional and legislative requirements and provisions;
• Making sure that all staff are aware of their legal and statutory obligations;
• Assessing any risk the Commission may encounter;
• Ensuring compliance with the resolution of public complaints indicator in performance contracting;
• Ensuring compliance with declaration of wealth by the state and public officers;
• Ensuring compliance with summonses, decisions and orders by the Commission;
• Compiling statistical analyses of cases handled and activities undertaken by the Commission; and
• Preparing periodic reports;

Person Specifications
For appointment to this position, a candidate must:-

• Have Bachelors degree in any of the following disciplines:
• - Economics, Commerce, Business Studies/Administration, Law or other relevant Social Science from a recognized institution;
• Have certificate in Computer applications;
• Have good understanding of organizational processes;
• Have excellent interpersonal, presentation and communication skills;
• Have ability to maintain confidentiality and trust;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Senior Compliance Officer

Job Grade CAJ 6
No. Of Posts 1
Reports To: Director, Compliance and Risk

Key Tasks
Duties and responsibilities will entail:-

• Ensuring that the Commission is compliant in regard to all constitutional and statutory obligations;
• Ensuring that staff comply with legal and statutory obligations;
• Conducting regular assessment of risk the Commission may encounter and instituting necessary interventions.
• Ensuring compliance with the resolution of public complaints indicator in performance contracting; coordinating the certification of public institutions on resolution of public complaints.
• Ensuring compliance with declaration of wealth by the state and public officers;
• Ensuring compliance with summonses, decisions and orders by the Commission;
• Analyzing data on complaints processed by the Commission;
• Following up on compliance with wealth declaration by state and public officers
• Developing, implementing and reviewing a risk management strategy.

Person Specifications
For appointment to this position, a candidate must:-

• Have at least three (3) years proven work experience in compliance or risk management;
• Have Bachelors degree in any of the following disciplines: - Economics, Commerce, Business Studies/Administration, Law or other relevant Social Science from a recognized institution;
• Be proficient in Computer applications;
• Have good understanding of organizational processes;
• have excellent interpersonal, presentation and communication skills;
• Have ability to maintain confidentiality and trust;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Research and Investigations Officer

 
Job Grade CAJ 7
No. Of Posts 3
Reports To: Director, Research and Investigations

Key Tasks
Duties and responsibilities will entail:-

• Investigating cases relating to administrative justice;
• Carrying out relevant research on issues that the Commission may deem fit from time to time;
• Monitoring and evaluating the status of complaints resolution;
• Identifying systemic issues and recommending remedial measures and proactive action;
• Investigating and reporting on compliance by state or Public Officers with the Constitutional and Statutory requirements relating to leadership, integrity and ethics.
• Preparing periodic reports on the status of the various complaints;
• Implementing best practice policies, procedures and systems for research; and
• Providing necessary information to the Commission for purposes of vetting of persons where applicable.

Person Specifications
For appointment to this position, a candidate must:-

• Have Bachelors degree in any of the following disciplines: Sociology, Economics, Statistics, Mathematics or a relevant Social Science from a recognized institution;
• Be proficient in computer applications and data analysis packages;
• Have excellent interpersonal and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Finance Manager

Job Grade CAJ 5
No. Of Posts: 1
Reports To: Director, Finance & Administration

Key Tasks
Duties and responsibilities will entail:-

• Supervising the Finance and Accounts functions
• Developing and implementing effective financial management systems and procedures;
• Coordinating the timely preparation of departmental annual work plans;
• Preparation of the Commissions budget estimates
• Authorizing payments and imprests warrants in accordance with the Commission’s procedures;
• Advising the Commission on financial matters;
• Preparing financial reports, statements and accounting records;
• Maintaining and updating records on the Commission’s Assets and Liabilities;
• Coordinating the preparation of tax returns and compliance with other statutory obligations;
• Interpreting and implementing government policies relating to the financial management of the Commission;
• Preparing and presenting proposed budgets to the Management Committee for Treasury approval; and
• Preparing statutory financial reports including the appropriation accounts.
• Coordinating banking services, reconciliation and safe custody of cash;

Person Specifications
For appointment to this position, a candidate must:-

• Have served for at least five (5) years in the area of accounting;
• Have Bachelor degree in any of the following disciplines: - Commerce, Accounting or Finance from a recognized institution;
• Have Masters degree in any of the following disciplines: - Commerce, Accounting or Finance from a recognized institution;
• Have professional qualification such as CPA(K), ACCA;
• Be a member of a professional accounting body such as ICPAK;
• Be proficient in computer applications;
• Have proven leadership and supervisory experience;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Human Resource & Administration Manager,

Job Grade CAJ 5
No. Of Posts: 1
Reports To: Director, Finance & Administration

Key Tasks
Duties and responsibilities will entail:-

• Supervising the Human Resource management functions at the Commission;
• Establishing and managing an effective, Human Resource Management (HR) system;
• Coordinating development and implementation of the Commission’s performance management system;
• Formulating and overseeing implementation of human resource policies and strategies;
• Managing the Commission’s payroll;
• Managing all industrial relations issues; and ensuring compliance with the labour laws;
• Coordinating staff training and skills development;
• Ensuring safety and security of staff and assets;
• Coordinating administrative and support service.

Person Specifications
For appointment to this position, a candidate must:-

• Have served for at least five (5) years in the area of human resource and administration;
• Have Bachelor degree in any of the following Social Sciences: - Government, Sociology, Economics, Public or Business Administration, Human Resource/Development, Personnel Management or its equivalent qualification from a recognized institution;
• Have Masters degree in any of the following Social Sciences: - Government, Sociology, Economics, Public or Business Administration, Human Resource/Development, Personnel Management or its equivalent qualification from a recognized institution;
• Have Diploma in Human Resource Management or its equivalent qualification from a recognized institution;
• Be proficient computer applications;
• Have proven leadership and supervisory experience;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

 

Internal Audit Manager

Job Grade CAJ 4
No. Of Posts: 1
Reports To: Commission Secretary

Key Tasks
Duties and responsibilities will entail:-

• Managing the Commission’s internal audit Unit;
• Examining and inspecting activity records, accounting systems and procedures to determine their efficiency;
• Ensuring the Commission’s policies are complied with;
• Providing leadership in the conducting of special audits;
• Evaluating progress and status of steps taken to address any current and past recommendations by External Auditors;
• Preparing and submitting oral and written reports of findings concerning the scope of audit and its findings so as to make appropriate corrective action;
• Participating and guiding the various internal audit committees; and
• Advising the Commission on risk management.

Person Specifications

For appointment to this position, a candidate must:-

• Strong analytical, written, oral communications, strong interpersonal and relationship skills.
• Have served for at least five (5) years in the area of auditing or accounting;
• Have Bachelor degree in any of the following disciplines: - Commerce, Accounting or Finance from a recognized institution;
• Have Masters degree in any of the following disciplines: - Commerce, Accounting or Finance from a recognized institution;
• Have professional qualification such as CPA(K), ACCA;
• Be a member of a professional auditing or accounting body such as CISA or ICPAK;
• Have Certificate in computer applications;
• Have proven leadership and supervisory experience;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Chief Information Communication Technology Officer

Job Grade CAJ 5
No. Of Posts 1
Reports To: Director, Finance and Administration

Key Tasks
Duties and responsibilities will entail:-

• Providing leadership to the Commission’s ICT unit;
• Coordinating the maintenance of ICT equipment;
• Assessing the Commission’s ICT needs and making recommendations on how to meet the needs;
• Ensuring the safety and security of the Commission’s data;
• Coordinating the acquisition, maintenance and disposal of ICT equipment;
• Providing support to staff on ICT applications
• Conducting market intelligence to discover new technology in a dynamic sector;
• Ensure that the Commission’s ICT remains up to date;
• Providing technical advise and specifications of the appropriate ICT equipment.
• Managing the Commission’s website

Person Specifications
For appointment to this position, a candidate must have:-

• At least five (5) years proven work experience in Information Communication Technology;
• Have Bachelors degree in either Information Technology (IT) or Computer Science or any other ICT related discipline from a recognized Institution;
• Masters degree in Computer Science or any other ICT related discipline from a recognized Institution;
• Certificate in MCSE/MCITP (Microsoft Certified Systems Engineer/ Microsoft Certified IT Professional) or CCNA/ N+(Cisco Certified Network Associate/Network+);
• Skills on web development and Database Administration/Management;
• Have proven leadership and supervisory experience;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Interested candidates are requested to submit their application together with a up to date curriculum vitae, copies of certificates and testimonials, email and telephone contacts together with names, telephone and mail contacts of three (3) referees who must be familiar with the candidates previous work experience.

Applications should be addressed as detailed below and be sent by post or hand delivered to the Commission offices situated on the 6th Floor of the Prime Minister’s Building, to be received not later than 5.00pm on Friday 19th October, 2012.

The envelope to be addressed as follows:-

The Commission Secretary
Commission on Administrative Justice
6th Floor, prime Minister’s Building
Harambee Avenue
P.O. Box 20414-00200
Nairobi