The Kenya Trade Network Agency (KenTrade) is a government agency established under the National Treasury. As a cornerstone in enhancing trade efficiency, the agency is tasked with facilitating cross-border trade in Kenya. Central to its operations is the implementation and management of the Kenya TradeNet System, also known as the National Electronic Single Window System. This platform enables traders to electronically submit regulatory documents required for imports and exports, thereby streamlining trade processes and enhancing service delivery across the country.
In fulfilling its mandate, KenTrade continues to expand its team with highly motivated, qualified, and service-driven professionals. As part of its current recruitment drive, the agency is seeking to hire two (2) Office Assistants, who will play a key role in supporting administrative operations at its Nairobi headquarters.
Position Overview
Job Title: Office Assistant – KTNA 11
Number of Positions: 2
Duty Station: Nairobi
Reporting To: Administration Officer
Purpose of the Role
The Office Assistant position is vital in ensuring the smooth and efficient daily operations of the agency’s offices. The incumbent will be responsible for providing essential support services including mail handling, office cleanliness, tea preparation, and administrative errands. These functions, though often behind the scenes, are fundamental in maintaining a conducive and professional working environment for both staff and visitors.
As the agency frequently hosts high-level meetings and coordinates with multiple stakeholders, the Office Assistant ensures timely preparation and delivery of refreshments and handles logistical tasks with discretion and reliability. The position offers a unique opportunity to be part of a dynamic public institution that values excellence, accountability, and service.
Key Duties and Responsibilities
The successful candidates will be entrusted with a wide range of responsibilities aimed at supporting the administrative and logistical functions of the organization. These include:
- Tea Preparation and Service
- Timely preparation and serving of tea and beverages to staff on a daily basis.
- Ensuring beverages are distributed efficiently and courteously throughout the office.
- Kitchen Maintenance
- Regular cleaning and organization of the kitchen area.
- Ensuring all utensils are cleaned and properly stored after use.
- Responsible for the maintenance and inventory of kitchen equipment and supplies.
- Refreshment Coordination During Meetings
- Ensuring that visitors, including guests attending meetings or official events, are served appropriately.
- Managing timely delivery of food and snacks as requested during scheduled meetings.
- Supplies Management
- Preparing a shopping list for beverages and kitchen items based on consumption and stock levels.
- Ensuring that beverage supplies are replenished promptly to avoid shortages.
- Courier and Mail Management
- Handling the delivery of official mail, parcels, and cheques to designated offices or agencies.
- Collecting and dropping off mail at the Post Office and other relevant institutions.
- Making payments for utility bills such as electricity, telephone, and water on behalf of the agency.
- Banking and Financial Errands
- Depositing company cheques at the bank securely and within specified timelines.
- Performing basic banking errands as assigned by the supervisor.
- Document Management
- Photocopying office documents when required by staff or departments.
- Ensuring sensitive documents are handled with confidentiality and care.
Qualifications and Experience
Minimum Academic Requirements
- Candidates must have completed Kenya Certificate of Secondary Education (KCSE) with a minimum mean grade of C- (C minus).
This minimum academic qualification ensures that the individual has attained basic formal education, which is necessary for understanding instructions, performing written tasks, and communicating effectively within a professional environment.
Ideal Candidate Profile
While academic and legal qualifications form the foundation for this role, KenTrade seeks individuals who embody the following personal qualities and work ethics:
- Reliability and Punctuality: Office Assistants must be dependable and prompt, especially since many of their tasks are time-sensitive and support the functioning of other departments.
- Professionalism: The role demands interaction with internal staff and external visitors; hence, a high level of courtesy, politeness, and confidentiality is expected.
- Attention to Detail: From managing kitchen supplies to handling documents, a keen eye for detail ensures efficiency and accuracy.
- Initiative: The ability to anticipate needs, act without constant supervision, and take initiative in maintaining cleanliness and orderliness is highly valued.
- Team Spirit: The Office Assistant will work closely with various administrative personnel and must be a collaborative team player.
Work Environment and Growth Opportunities
Although this position is classified under general support services, it is by no means without potential. Many professionals begin their public service careers in such foundational roles and go on to pursue further education and training that propels them into advanced positions.
KenTrade, being a progressive institution, values internal talent development. Employees who demonstrate commitment, competence, and potential are often considered for further responsibilities or supported in their professional growth.
Why Join KenTrade?
KenTrade is not just an employer; it is an institution that thrives on innovation, integrity, and public service. Employees enjoy:
- A dynamic and collaborative work environment.
- Opportunities for capacity building through internal training.
- A culture of merit-based promotion and professional development.
- A workplace that values diversity, inclusivity, and equal opportunity.
Importantly, KenTrade strongly encourages applications from Women and Persons with Disabilities (PWDs). As part of its commitment to equity and inclusion, the agency strives to create a balanced workforce reflective of the country’s diversity.
How to Apply
Interested candidates who meet the outlined qualifications and are excited about being part of a forward-thinking public agency are invited to apply.
Click here to Apply
Important Application Deadline
All applications must be submitted no later than Monday, May 5, 2025. Late submissions will not be considered.
