Veterinary Medicines Directorate (VMD) Hiring Office Assistant – Salary: Ksh 18,000- 39,500 p.m

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The Veterinary Medicines Directorate (VMD) is a body corporate established pursuant to CAP 366 (article 39) of the laws of Kenya. The functions of the Directorate are as per legal Notice No. 209 of 2015 gazette of 9th October, 2015.

VMD was formed with the aim of implementing appropriate regulatory measures to achieve the highest standards of safety, efficacy and quality for veterinary medicines whether locally manufactured, imported, exported, distributed, sold, or used, to ensure the protection of animal health and welfare, food safety and security as well as public health and the environment as envisaged by all laws in force in Kenya.

The mandate of VMD is to regulate the manufacture, importation, exportation, registration, distribution, prescription and dispensing of veterinary medicines and the practice of veterinary pharmacy in Kenya.

VMD invites applications from qualified persons for the following positions:

Veterinary Medicines Directorate (VMD) Hiring Office Assistant

OFFICE ASSISTANT (1 POST): REF NO. VMD 05/2025

Scale: VMD 10

Basic Salary: Ksh 18,000 X 2,000-26,000 X 2,500-33,500×3,000-39,500

Terms of Service: Permanent and Pensionable

Qualifications and Requirements:

Job Qualifications and Requirements

To qualify for the position of Office Assistant, candidates must meet the following minimum requirements:

1. Academic Qualifications:
   • A KCSE Certificate with a minimum grade of D (Plain) or its equivalent from a recognized institution.
2. Technical Skills:
   • Proficiency in computer applications is required to effectively perform office support tasks. Candidates should have basic knowledge of common computer programs such as Microsoft Word, Excel, and email applications.
3. Compliance with Chapter Six of the Constitution:
   • Candidates must fulfill the requirements of Chapter Six (6) of the Constitution of Kenya, which includes integrity and good governance credentials. Applicants must be ready to provide clearance from the necessary government agencies upon request.

Under Chapter Six (6) of the Constitution of Kenya (2010), which deals with Leadership and Integrity, candidates applying for public service positions are required to provide the following clearance certificates as proof of integrity and compliance:

1. Ethics and Anti-Corruption Commission (EACC) Clearance
   • Obtained from the Ethics and Anti-Corruption Commission (EACC).
   • Confirms that the applicant has no pending corruption or integrity-related cases.
2. Kenya Revenue Authority (KRA) Compliance Certificate
   • Issued by the Kenya Revenue Authority (KRA).
   • Confirms that the applicant is compliant with tax obligations.
3. Higher Education Loans Board (HELB) Clearance Certificate (if applicable)
   • Required for individuals who have benefited from HELB loans.
   • Confirms that the applicant has cleared their loan or is in the process of repayment.
4. Directorate of Criminal Investigations (DCI) Police Clearance Certificate (Certificate of Good Conduct)
   • Obtained from the Directorate of Criminal Investigations (DCI).
   • Confirms that the applicant has no criminal record.
5. Credit Reference Bureau (CRB) Clearance Certificate
   • Issued by an accredited Credit Reference Bureau (CRB) in Kenya.
   • Confirms that the applicant is not blacklisted due to outstanding debts.

These documents are mandatory for individuals seeking public office or government employment in Kenya to ensure integrity and transparency.

Key Responsibilities

The successful candidate will be responsible for performing various office support duties to ensure the smooth running of day-to-day operations at VMD. These duties include:

1. Ensuring General Office Cleanliness:
   • Maintaining a clean and orderly office environment. This involves dusting, sweeping, mopping, and ensuring the workspace is neat and welcoming for staff and visitors.
2. Collecting and Dispatching Mail:
   • Receiving, sorting, and distributing incoming mail and official documents to the appropriate departments and personnel. This also includes dispatching outgoing mail and ensuring timely deliveries.
3. Preparing and Serving Beverages:
   • Preparing tea, coffee, and other refreshments for staff and visitors during meetings or as required. This ensures a comfortable working environment.
4. Performing Office Errands:
   • Running errands as directed, such as delivering documents between offices, restocking supplies, and handling minor procurement tasks.
5. Requisitioning Office Supplies:
   • Ensuring that essential office supplies such as stationery, toiletries, and kitchen items are adequately stocked. Making requisitions to replenish supplies when necessary.
6. Operating Basic Office Equipment:
   • Assisting in the operation of office equipment such as photocopiers, printers, scanners, and telephones to facilitate smooth office functions.
7. Ensuring Safe Custody of Office Facilities:
   • Safeguarding office equipment, furniture, and facilities by ensuring proper handling and reporting any damages or malfunctions promptly.

Key Competencies and Skills

The ideal candidate should possess the following competencies and skills to excel in the role of Office Assistant:

Ability to work well with colleagues, respond to instructions effectively, and contribute positively to team dynamics.

Organizational Skills:

Ability to manage multiple tasks efficiently, prioritize assignments, and maintain order within the office environment.

Public Relations Skills:

Ability to interact courteously and professionally with staff, clients, and visitors. Good customer service skills will be an added advantage.

Communication Skills:

Ability to communicate effectively, both verbally and in writing, to ensure smooth workflow within the office.

Click here to Apply