REF: LVSWWDA/SAOA/2022/01

Job Specification

Duties and responsibilities at this level will entail;

• Co-ordinating the general administration of Senior Manager’s office;
• Managing Senior Manager’s diary; coordinating appointments and travel itineraries for the Manager’s;
• 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

Person Specifications

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;

OR

• 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 (50Wpm)/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

REF: LVSWWDA/SATO/2022/02

Job Specification

• Duties and responsibilities at this level will entail;
• Supervising vehicle cleanliness and safety;
• Supervising drivers;
• Preparing monthly reports on performance of each vehicle;
• Generating reports for service and maintenance of vehicles;
• Raising requisitions for transport administration, insurance and maintenance of vehicles;
• Compilation of bills for transport and ensure bill settlement on time; and
• Ensuring effecting filling of documents and records management on performance of the section.

Person Specification

For appointment to this grade, a candidate must have: -

• At least four (4) years relevant work experience
• Diploma in Business Administration, mechanical engineering, transport logistics or its equivalent qualification from a recognized institution;
• Proficiency in relevant computer applications;
• Fulfill the requirements of Chapter Six (6) of the Constitution

Key Competencies and Skills

• Interpersonal Skills
• Analytical skills
• Communication and reporting skills
• Coaching skills
• Very effective planning skills

REF: LVSWWDA /ACCO/ 2022 / 03

Job Specifications

This is the entry and training grade for this cadre. 

Duties and Responsibilities entail assisting in;

• Maintaining calls register;
• Operating switch-board; answering and directing telephone calls;
• Updating institutional telephone directory; attending to physically challenged
• visitors and staff;
• Reporting promptly any switchboard defects to the supervisor;
• Directing and guiding visitors; and
• Providing good customer care service.

Person Specifications

For appointment to this grade a candidate must have: -

• A Diploma Certificate in any of the following fields: Public Relations, Mass Communication, Communication Studies, Journalism, International relations or any other approved equivalent qualifications from a recognized institution;
• Certificate in Telephone Operation, Reception and Front Office or its equivalent from a recognized institution.
• Proficiency in computer applications; and
• Fulfill the requirements of Chapter 6 of the Constitution.