Job Title Office Administrator
Grade NACADA 6
Basic Salary Range Kshs.76,400 – Kshs.118,400
Institution National Authority for the Campaign Against Alcohol and
Drug Abuse (NACADA)
Location / Workstation Nairobi
Reporting Relationships
Reports to Deputy Director, Human Resource & Administration
Direct Reports None
Indirect Reports None
Job Purpose
Responsible for providing front office service and management of a given office in terms
of diary, travel, visitors and hospitality service delivery.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
N/A
II. Operational Responsibilities / Tasks
i. Attending to visitors/clients;
ii. Handling telephone calls and enquiries;
iii. Handling customer inquiries and complaints;
iv. Ensuring security of office records, equipment and documents;
v. Ensuring confidentiality of office information;
vi. Record keeping for correspondences;
vii. Managing office protocol and etiquette;
viii. Managing petty cash for the respective office;
ix. Maintaining an up-to-date file movement register;
x. Coordinating the general administration of the respective office;
xi. Coordinating schedule of meetings and appointments for the respective office;
xii. Coordinating appointments and travel itineraries for the respective office;
xiii. Drafting and maintaining routine correspondences for the office;
xiv. Drafting minutes during general meetings; and
xv. Ensuring security, integrity and confidentiality of data.
Job Dimensions
I. Financial Responsibility
N/A
II. Responsibility for Physical Assets
Overall responsibility for laptops, desktops, printers, office equipment (printer, telephone)
and furniture (table, cabinets and seats) of the Department.
III. Decision Making / Job Influence
N/A
IV. Working Conditions
a) Office setting compliant with OSHA.
b) Enhanced working relationship with other employees.
c) Periodic national travels.
d) Medical cover for self and family up to a maximum of four (4) dependents.
e) Group Accident cover and life insurance.
Job Competencies (Knowledge, Experience and Attributes / Skills)
Academic and professional qualifications
i. Bachelor’s Degree in Secretarial Studies, Business Administration, Business
Management or Office Management from a recognized institution;
ii. Passed the following examinations from the Kenya National Examinations
Council (KNEC); a) Typewriting III (Minimum 50 w.p.m.);
a) Shorthand III (110 w.p.m);
b) Business English III;
c) Office Management III/Office Administration and Management III;
d) Secretarial Duties II;
e) Commerce II.
OR
Diploma in Secretarial Studies from the Kenya National Examinations Council.
Previous relevant work experience required
N/A
Other Requirements
i. Supervisory Course lasting not less than two (2) weeks from a recognized
institution;
ii. Computer literacy; and
iii. Meets the requirements of Chapter Six of the Constitution of Kenya on
Leadership and Integrity.
Competencies and Skills
i. Interpersonal Skills
ii. Excellent report writing skills
iii. Effective communication skills
