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.
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:-
Shorthand III minimum (110 WPM);
Typewriting III (60 WPM);
Business English III;
Commerce II;
Office Management III;
Secretarial Duties II; and
Secretarial Management Course.
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
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.
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:-
Shorthand III minimum (110 WPM);
Typewriting III (60 WPM);
Business English III;
Commerce II;
Office Management III;
Secretarial Duties II; and
Secretarial Management Course.
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