Assistant Office Administrator I

About

Reporting to the Manager, Administration, this role supports Heads of Departments/Directorates and other office managers through administrative and general office-management duties. Applicants need a Diploma in Secretarial Studies or equivalent, six years' cumulative work experience including three years at Assistant Office Administrator II or a comparable position, and computer proficiency. The position is on permanent and pensionable terms and is open to Kenyan citizens only. Job grade: KET 7. Terms of service: Permanent & Pensionable. Number of posts: One (1) position. Reference: KETRACO/5/1C/40/212/VOL IV - B (11/2026). Working condition: Office setting with regular field assignments locally, regionally and internationally.

How to apply

Submit the application via the joblink posted on the KETRACO website; hard copies shall not be considered. Clearly indicate the position applied for and vacancy Reference No. as the subject heading. Provide a signed application letter; a detailed Curriculum Vitae indicating current and previous employers, positions held, level of education, current and expected salary, notice period required to take up appointment and names of at least three professional referees; copies of academic and professional certificates; and a copy of National Identification Card or Passport.

Responsibilities

• Ensuring proper utilisation of office stationery.
• Supporting Head of department/directorate carrying out administrative/office duties.
• Coordinating correspondences within the Directorate.
• Editing/referencing letters, memos and documents for accuracy before dispatch.
• Ensuring accurate records management in the directorate by Maintaining office systems and management of whole filing system to Company standard procedures.
• Providing assistance in preparing office procedures; i.e. departmental Annual work plan, Annual procurement plan.
• Providing general support to visitors either in person, by email or phone.
• Initiating payments process in the SAP ERP platform upon approval such as Preparing and monitoring purchase requisitions for vender's invoice payments for services rendered i.e. Conference booking, Training fee, Consultancy Services fees, Air ticket fees and office stationery.
• Facilitating team effort by accomplishing related result such as in fast tracking payment approvals for compensation to PAPs, Consultants, Staff travel memos and other approvals.
• Screening Directorate's /Department's telephone calls.
• Compiling documentary evidence across the department for annual Performance contracting evaluation and ISO Audit.
• Organizing travel arrangements for Senior Managers/General Manager.
• Arranging meetings by reserving hotel conference facilities, board rooms, taxis in liaison with supply chain department.
• Preserving and upholding departmental sensitive information in a confidential manner.
• Coordinating repairs of office equipment in liaison with Administration Division.

Qualifications

• Diploma in Secretarial Studies or equivalent qualification from a recognized institution.
• Cumulative service period of six (6) years' work experience, three (3) of which must have been at the grade of Assistant Office Administrator II or in comparable position.
• Proficiency in computer applications.