Our client, a professional governing body in Kenya, wishes to recruit a highly competent, passionate, dedicated and results-oriented professional to fill the position of Office Administrator.

The Office Administrator is responsible for coordinating office administration functions, executive support services, correspondence management, stakeholder engagement activities, meeting logistics, records management, and office operations to ensure efficient service delivery and smooth organizational operations.

The role supports Management through effective scheduling, document management, event coordination, customer service, and administrative support while ensuring compliance with organizational policies and procedures.

Duties and responsibilities shall entail:

1. Administrative Coordination

• Provide executive and administrative support to Management.
• Coordinate meetings, workshops, conferences, and official events.
• Manage executive schedules, appointments, and travel arrangements.
• Prepare meeting agendas, documentation, and minutes.
• Follow up implementation of meeting resolutions and action points.

2. Records and Correspondence Management

• Manage incoming and outgoing correspondence.
• Maintain filing systems and electronic records.
• Ensure proper custody of organizational records and confidential information.
• Maintain document tracking and retrieval systems.
• Support records retention and archiving processes.

3. Customer Service and Stakeholder Support

• Receive visitors and respond to inquiries.
• Coordinate stakeholder communication and appointments.
• Provide customer service support and information to stakeholders.
• Maintain professional relationships with clients, suppliers, and partners.

4. Office Operations

• Coordinate office supplies and inventory management.
• Monitor office equipment and maintenance requirements.
• Support procurement and logistics processes.
• Manage petty cash records and administrative expenditures where applicable.
• Ensure efficient office operations and administrative support services.

5. Reporting and Compliance

• Prepare administrative reports and records.
• Support implementation of quality management systems.
• Participate in audits and implementation of audit recommendations.
• Maintain compliance with administrative procedures and organizational policies.
• Perform any other duties assigned by the supervisor.

• Minimum four (4) years relevant experience in office administration, executive support, records management, or administrative services.

Required

• Office administration and executive support skills.
• Records and document management skills.
• Communication and interpersonal skills.
• Organizational and time management skills.
• Customer service and stakeholder management skills.
• Integrity, confidentiality and professionalism.

Added Advantage

• ICT proficiency.
• Event coordination and report writing skills.

HOW TO APPLY

Interested and qualified candidates are invited to submit their applications exclusively through the MyJobs in Kenya recruitment portal by visiting www.myjobsinkenya.com and following the application instructions for the respective position.

Applications submitted through email, hand delivery, postal mail, or any other means shall not be considered.

Applicants experiencing challenges with the application portal may contact the recruitment support desk on 0710886588 for assistance during official working hours.

Applications must be received on or before the advertised closing date and time.

Only shortlisted candidates will be contacted.

EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION

The Council and My Jobs In Kenya are Equal Opportunity Employers committed to the principles of fairness, merit, inclusivity, diversity, and equal access to employment opportunities.

In accordance with the Constitution of Kenya, 2010, the Public Service (Values and Principles) Act, and applicable Government policies, women, youth, persons living with disabilities (PWDs), marginalized and minority communities, and individuals from underrepresented groups who meet the specified requirements are strongly encouraged to apply.

The Council is committed to maintaining a diverse workforce that reflects the people of Kenya while promoting equity, integrity, professionalism, and excellence in public service.

CHAPTER SIX OF THE CONSTITUTION

Successful candidates will be required to satisfy the requirements of Chapter Six of the Constitution of Kenya, 2010 by submitting valid clearance certificates from the following institutions before appointment:

• Kenya Revenue Authority (KRA)
• Ethics and Anti-Corruption Commission (EACC)
• Directorate of Criminal Investigations (DCI) – Certificate of Good Conduct
• Higher Education Loans Board (HELB)
• A Credit Reference Bureau (CRB) licensed by the Central Bank of Kenya.

IMPORTANT NOTICE

• Canvassing in any form shall lead to automatic disqualification.
• Any form of lobbying or undue influence during the recruitment process is prohibited.
• Providing false, misleading, or inaccurate information at any stage of the recruitment process shall result in automatic disqualification and may lead to further legal or administrative action.
• The Council reserves the right not to make any appointment following this advertisement without assigning any reason.

DATA PRIVACY NOTICE

By submitting an application through the MyJobs in Kenya recruitment portal, applicants consent to the collection, processing and use of their personal information solely for purposes of this recruitment exercise and in accordance with the Data Protection Act, 2019. Personal information will be handled confidentially and will only be shared where required by law or for purposes directly related to the recruitment process.