Contact details
Administration
Office the Deputy Vice Chancellor ( A&F)
P.O. Box 190-50100
Kakamega, KENYA
Office no. ABA Block B Room 508
Kakamega-Webuye Road
Email: fkarani @mmust.ac.ke
Job Title and Responsibilities
Senior Office Administrator
Office of the Deputy Vice Chancellor (Administration and Finance)
Key Responsibilities/Duties/Tasks
I. Managerial/Supervisory Responsibilities
i. Coordinating the flow of information both internally and externally.
ii. Proof read work done by others to check for correct spelling and grammar, ensure that company format policies are followed and recommend revisions
iii. Supervising clerical staff and provide on-job training and orientation of new staff.
iv. Providing administrative support to the division
v. Coordinating conferences and meetings
II.Operational Responsibilities /Tasks
i. Answering telephone calls and give feedback to callers, take messages, or transfer calls to appropriate individuals.
ii. Providing front office services to clients and visitors: Greet visitors and callers, handle their inquiries, and refer to appropriate offices accordingly.
iii. Performing general clerical duties which includes but not limited to: photocopying, faxing, mailing and filing
iv. Maintaining diaries and event alamanacs.
v. Arranging conferences, meetings, and travel reservations for office personnel
vi. Locating and attach appropriate files to incoming correspondence requiring replies
vii. Composing, typing, and distributing meeting minutes, routine correspondence and reports
viii. Mailing newsletters, promotional material and other information
ix. Open, read, route, and distribute incoming mail and other material, and answers to routine letters
x. Scheduling and confirming appointments for clients, customers or supervisors
xi. Setting up and maintains paper and electronic filing systems for records, correspondence and other material
xii. Taking dictation in shorthand or by machine, and transcribe information
xiii. Collecting and disbursing funds from cash accounts and keep records of collections and disbursements
xiv. Establish work procedures and schedules, and keep track of the daily work of clerical staff
xv. Maintain office calendar
Academic qualifications
i. Bachelor’s Degree in Business and Office Management
ii. Higher Diploma in Secretarial Studies
iii. Diploma in Secretarial Studies
iv. ICT Competent.
Professional Qualifications/Membership to professional bodies
The following qualifications from the Kenya National Examination Council (KNEC)
i. Typewriting stages I,II,III/Computerized Document Processing I, II, III
ii. Shorthand stages II and III
iii. Office Practice Stages I and II
iv. Business English Stages I, II and III/Communications I and II
v. Commerce Stages II and II
v. Secretarial Duties Stage II
vi. Office Management Stage III/Office Administration and Management III
vii. Members of KENASA – Kenya National Secretaries Association
Functional Skills, Behavioral Competencies/Attributes:
i. Computing skills,
ii. Communication skills,
iii. Leadership skills,
iv. Negotiation skills,
v. Problem-solving skills,
vi. Analytical skills,
vii. Supervisory skills,
viii. Counselling skills,
ix. Presentation skills
