Job Title |
Principal Office Administrator |
|
|
Grade |
KS
6 |
|
|
Corporation/Organization |
Kenya
Bureau of Standards |
|
|
Directorate |
Legal
Services & Corporation Secretary |
|
|
Department |
Legal
Services & Corporation Secretary |
|
|
Division |
Legal
Services & Corporation Secretary |
|
|
Section / Unit |
Legal
Services & Corporation Secretary |
|
|
Location / Work Station |
KEBS
Headquarters, Nairobi |
|
|
|
|
Reporting Relationships |
|
Reports to |
Director,
Legal Services & Corporation Secretary |
|
|
Direct Reports |
Driver |
|
|
Indirect Reports |
|
|
|
Job Purpose
To provide administrative
and technical support to the Director Legal Services in relation to matters of
Governance, Board services and legal services. General management of the
office, records and document management.
Key Responsibilities/
Duties / Tasks
Managerial / Supervisory
Responsibilities
Supervising the Driver.
- Organizes,
plans and prioritizes work in the Director’s office
- Maintains
and manages the Director’s diary and calendar
- Supervises
the Driver to ensure smooth flow of activities
- Evaluates
Driver’s performance on a monthly quarterly and annually
Operational
Responsibilities / Tasks
- Handling
Board members’ communications
- Preparing
Draft Annual Board work plan and Almanac for approval
- Coordination
of Board induction and trainings
- Assisting
the Corporation Secretary to maintain the Attendance Register, Conflict of
Interest Register and Corporation Seal Register
- Preparing
draft Notice and Agenda for Board Meetings
- Collating
Board and Committee packs
- Scheduling
Board and Committee meetings
- General
coordination of Board activities and movement of the Board
- Documents
and records management
- Prepare
reports for the Director
- Schedule
departmental meetings
- Take
accurate and comprehensive minutes at meetings where requested
- Handle
events and travel logistics for the Director
- Draft
correspondence such as emails and letters
- Receives,
sorts and disseminates correspondences, reports, returns, circulars,
publications and all kinds of information on behalf of the Director
- Ensuring
smooth flow of work in the office;
- Ensuring
security of office records, documents and equipment;
- Effective
management of office protocol;
- General
administrative work and management of the office;
- Maintaining
office petty cash; and
Job Dimensions:
Financial Responsibility
Maintains office petty cash
Responsibility for
Physical Assets
Responsible for physical
assets in the directorate
Decision Making / Job
Influence
- Plan the work of subordinates.
- Assign
work to subordinates.
- Monitor
subordinates work performance.
- Makes
decisions using the operational standards.
Working Conditions
Works typically within the
office, but also travel as and when required.
Job Competencies
(Knowledge, Experience and Attributes / Skills).
Academic qualifications
Bachelor of Business
Management, Law or related degree
Professional
Qualifications / Membership to professional bodies
- A
Certificate for Personal Assistants/Executive Assistants
- Proficiency
in computer applications.
Previous relevant work
experience required.
7 years’ experience as an
Executive Assistant with 4 years’ experience in handling Board matters.
Functional Skills,
Behavioural Competencies/Attributes:
Functional Skills and competences
- Strong
interpersonal skills
- Time
management and organization skills
- Analytical
skills
- Good
oral and written communication skills
- Minute
and report writing
- Tech-savvy
and experience with word processing and email programs
- Proactive
approach to problem-solving
- Ability
to multitask
- Discretion
and trustworthiness -keeps information confidential
- Flexibility
and adaptability
- The
ability to be proactive and take initiative
How to Apply
Please visit the careers
page on KEBS website: https://www.kebs.org for detailed job
profile/description and instruction on how to apply.
Interested and qualified
candidates applications should be submitted either SOFTCOPY to recruitment@kebs.org or HARDCOPY sent by
post or hand delivered to KEBS
HQ office addressed to the address below, indicating VACANCY NAME on
the envelope on or before 15th February,
2023 at 17:00
HRs, EAT enclosing/attach Cover
letter, a detailed CV with
full details on education background, professional qualifications and relevant
experience together with copies of Testimonials, Academic Certificates and
National Identification Card.
The Managing Director,
Kenya Bureau of Standards
Popo Road, Off Mombasa
Road,
P.O. Box 54974 – 00200
NAIROBI.
IMPORTANT NOTICE
- KEBS
DOES NOT charge
any fee in the recruitment process.
- Persons
with disability and female candidates are encouraged to apply.
- Academic
Qualifications of external origin MUST be accompanied with a recognition
and equation certificate from the relevant body in Kenya.
- Only
shortlisted candidates will be contacted. Canvassing will lead to
automatic disqualification.
- All
degree applicants for engineering related qualifications must be
Registered as Graduate Engineers.
- The
applicants must comply with Chapter Six (6) of the Constitution of Kenya.