Job Purpose:
The duties of Administrative Officers will entail ensuring appropriate reception of visitors and facilitating communication into and out of the Authority, taking care of a given office in terms of making appointments and dealing with enquiries; receiving and attending to visitors; handling correspondence, office documents and equipment; recording dictation in shorthand, drafting and operating computers, photocopying and undertaking routine office duties; and ensuring security of office documents and equipment.
Job Description
Duties and responsibilities
i. Attending to visitors/clients;
ii. Handling telephone calls and enquiries;
iii. Handling customer inquiries and complaints;
iv. Ensuring security of office records, equipment and documents;
v. Ensuring confidentiality of office information;
vi. Record keeping for correspondences and file movement;
vii. Managing office protocol and etiquette;
viii. Managing petty cash for the respective office;
ix. Maintaining an up-to-date file movement register;
x. Coordinating the general administration of the respective department/office;
xi. Coordinating schedule of meetings and appointments for the respective departments/office;
xii. Coordinating travel arrangements for the respective departments/office;
xiii. Coordinating appointments and travel itineraries for the Chief Asst. Dir.;
xiv. preparing responses to simple routine correspondence for the Chief Manger; and
xv. Monitoring procedures for record keeping for correspondences.
xvi. Ensuring security, integrity and confidentiality of data; and
xvii. Undertaking any other office administrative services duties that may be assigned.
Person Specifications
For appointment to this grade, an officer must: –
i. Bachelor’s degree in Secretarial Studies or any other equivalent from a recognized institution;
ii. Have passed the following examinations from the Kenya National Examinations Agency (KNEC);
a. Typewriting III (Minimum 50 w.p.m.)/Computerized document processing
III;
b. Shorthand III (120 w.p.m);
c. Business English III/Communications I;
d. Office Management III/Office Administration and Management III;
e. Secretarial Duties II;
f. Commerce II;
iii. Proficiency in computer applications;
iv. Demonstrated results in work performance;
How to Apply
- Each application should be accompanied with a detailed curriculum vitae, copies of relevant academic and professional certificates and transcripts, National Identity Card or Passport, testimonials and other relevant supporting documents.
- An applicant must clearly indicate the reference number for the position applied for and submit in either of the following ways:
- Hard copy applications for positions should be addressed to the Director General, Kenya Maritime Authority.
- Online applications should be emailed in PDF format (as one running document) to: [email protected]
- Post applications should be sent to:
Director General,
Kenya Maritime Authority,
KMA Towers along Mbaraki Road (next to the Little Theatre),
P.O. Box 95076 – 80104,
MOMBASA.
Note:
- Canvassing in any form or failure to attach any of the stipulated documents will lead to automatic disqualification.
- Successful candidates will be required to submit valid compliance certificates from Kenya Revenue Authority, a registered Credit Reference Bureau, Higher Education Loans Board and a certificate of good conduct from the Directorate of Criminal Investigations.
- Successful candidates must adhere to the provisions on Leadership and Integrity as enshrined in Chapter VI of the Constitution of Kenya, 2010.
- Kenya Maritime Authority is an equal opportunity employer and any qualified employee including persons with disabilities and women are encouraged to apply.
- Only shortlisted candidates will be contacted.
N/B: The applications should reach the Authority on or before 1700 hours Monday, 16th June, 2025.
