Assistant Office Administrator II Job Vacancy in Kenya

Office of the Ombudsman

Position Title: Assistant Office Administrator II

The Commission on Administrative Justice (Office of the Ombudsman) is a Constitutional Commission established under Article 59 (4), Chapter fifteen of the Constitution and the Commission on Administrative Justice Act, 2011 with the mandate of addressing all forms of maladministration in the public sector in Kenya.

The Commission is also charged with overseeing and enforcing the implementation of the Access to Information Act, 2016.

The Commission seeks to fill the following position:-

Job Ref: CAJ/JOB/008/08/2023

Reporting To: Assistant Director - Human Resource and Administration

Department: Corporate Services

Job Grade: CAJ 8

No. of Posts: 2

Terms of Employment: Permanent & Pensionable

Duty Station: Regional Offices

Duties and Responsibilities:

i. Taking oral dictation;

ii. Managing e-office;

iii. Word and data processing;

iv. Operating office equipment;

v. Maintaining office diary, appointments and travel itineraries;

vi. Attending to visitors/clients;

vii. Handling telephone calls; coordinating schedules of meetings;

viii. Ensuring security of office records, equipment and documents, including classified materials;

ix. Maintaining an up to date filing system in the office;

x. Establishing and monitoring procedures for record keeping of correspondence and file movements;

xi. Preparing responses to simple routine correspondence;

xii. Managing office protocol and etiquette;

xiii. Supervising office cleanliness; managing petty cash;

xiv. Ensuring security, integrity and confidentiality of data; and

xv. Undertaking any other office administrative services duties that may be assigned; and

xvi. Any other duty as may be assigned from time to time.

Job Specification

For appointment to this grade, an officer must have: -

i. Served in the grade of Assistant Office Administrator III for a minimum period of four (4) years or its equivalent;

ii. Diploma in Secretarial Studies from Kenya National Examinations Council (KNEC); or

iii. Business Education Single and Group certificates (BES &GC) Stages I, II, and III from the Kenya National Examinations Council (KNEC) in the following subjects:

a) Shorthand III (Minimum 120w.p.m)

b) Typewriting III (50w.p.m)/Certificate in Computerized document processing III

c) Business English III/Communications II

d) Commerce II

e) Office Practice II

f) Secretarial Duties II, and

g) Office Management III/Office Administration and Management III

iv. Certificate in Customer Care course from a recognized institution;

v. Certificate in Computer Application Skills from a recognized institution; and

Application Process

All interested candidates who meet the job indent for this position are encouraged to send hard copy of their application letter, curriculum vitae and copies of their academic and professional certificates together with a clear National Identification card by 25th September 2023 at 5.00p.m. to:-

The Commission Secretary
Commission on Administrative Justice
2nd Floor, Westend Towers – Waiyaki Way
P O Box 20414 City Square 00200