Office Administrator Job in Nairobi, Kenya

Office Administrator



Job Specification

  • The Office Administrator, will report to the Senior (Human Resource Officer). He / She will be responsible for ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, amongst other routine administrative office duties, as will be guided.

Duties and responsibilities 

  • Co-ordinating the general administration of the Directors’ offices;
  • Managing the Directors’ diaries;
  • Coordinating appointments and travel itineraries for the Directors;
  • Attending to visitors/clients;
  • Handling telephone calls;
  • Coordinating schedules of meetings;
  • Ensuring security of office records, equipment and documents including classified materials;
  • Maintaining an up-to-date filing system in the office;
  • Establishing and monitoring procedures for record keeping of correspondence and file movements;
  • Preparing responses to simple routine correspondence;
  • Managing office protocol and etiquette;
  • Supervising office cleanliness;
  • Ensuring security, integrity and confidentiality of data; and
  • Undertaking any other office administrative services duties that may be assigned

Requirements for Appointment 
For appointment to this grade, a candidate must have:

  • At least four (4) years relevant experience:
  • Diploma in Secretarial Studies from Kenya National Examinations Council;


  • Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
  • Shorthand III (minimum 110 wpm)
  • Typewriting III (50 Wpm)/computerized Document processing III; 
  • Business English III/Communication II
  • Commerce II; 
  • Office practice II
  • Office Management III/Office Administration and Management III 
  • Secretarial Duties II;
  • Certificate in Computer Application from a recognized institution; and
  • Shown merit and ability as reflected in work performance and results.

Key competencies and Skills

  • Communication skills
  • Interpersonal skills
  • Planning and organization skills

How To Apply

Interested and qualified persons are invited to make their applications by submitting their applications for their positions of interest.

The applicants should attach COPIES of the following documents to their applications:

  • Cover Letter for the position of interest clearly indicating the Job Vacancy No.:
  • Detailed Curriculum Vitae;
  • National Identity Card;
  • Academic and Professional Certificates;

Candidates who meet the requirements stipulated should submit their applications so as to reach the address shown below on Tuesday, 12th September, 2023 at 12:00 noon. Applications should include CVs with details of day time contacts, current and expected salary, notice period required to take up appointment, names and contacts of three (3) referees. Applicants must also attach copies of all Certificates/Testimonials, and copy of National ID / Passport. All applications MUST have the Job Vacancy No., clearly indicated on the envelope. 

The Director General,
Nairobi Metropolitan Area Transport Authority (NaMATA),
P. O. Box 30117 – 00100,

Or emailed to: or hand delivered and inserted in the Recruitment Box placed on the 6th Floor.
Successful applicants are expected to fulfill the requirements of Chapter Six (6) of the Constitution of Kenya, and MUST obtain and submit VALID clearance certificates from the following organizations upon offer of appointment:

  • Individual Tax Compliance Certificate from the Kenya Revenue Authority (KRA);
  • Higher Education Loans Board (HELB);
  • Directorate of Criminal Investigation (Certificate of Good); and
  • An Approved Credit Reference Bureau.

NaMATA is an Equal Opportunity Employer committed to diversity and gender equality. 

Persons living with disability (PWDs), women and those from marginalized areas are encouraged to apply.

Applications without the relevant qualifications, copies of documentation / details as sought for will not be considered.
Any form of canvassing shall lead to automatic disqualification