The County Government of Baringo, through its Public Service Board, is pleased to announce a vacancy for a highly motivated and qualified individual to fill the position of Senior Office Administrator in the Department of Education, Vocational Training & Library Services. This position offers a rewarding opportunity to work at the heart of county administration, playing a pivotal role in ensuring efficient operations within the education and library service units.
The ideal candidate will have a solid background in business-related functions, complemented by practical experience in office administration. They should possess excellent coordination, organizational, and communication skills to manage multiple administrative functions and interact effectively with departmental teams and stakeholders.
Job Description
The Senior Office Administrator will serve as a critical administrative lead within the department, responsible for coordinating a broad range of office management duties. The officer will ensure seamless internal operations, optimal resource usage, and timely execution of administrative support functions in the department.
This is a role that demands integrity, attention to detail, a firm grasp of financial administrative procedures, and a proactive attitude in managing office dynamics. The Senior Office Administrator will report to the Director or Head of the Department of Education, Vocational Training & Library Services or a designated officer.
Duties and Responsibilities
The successful candidate will be responsible for the coordination of various office administrative functions. Key responsibilities include:
1. Bookkeeping and Financial Support Services
- Perform bookkeeping tasks such as invoicing, receipting, and reconciliation of financial records.
- Prepare and raise accurate and timely payment vouchers in compliance with financial procedures.
- Maintain up-to-date financial records, ensuring completeness and accuracy for audits and internal use.
- Support procurement planning and tracking in line with county procedures.
2. Supply Chain and Procurement Coordination
- Oversee the timely purchase and replenishment of office supplies and consumables.
- Maintain stock levels, manage inventory registers, and ensure efficient utilization of office resources.
- Liaise with the procurement unit to ensure compliance with procurement policies and procedures.
- Verify deliveries against purchase orders and raise any discrepancies for resolution.
3. Office Maintenance and Asset Management
- Supervise and ensure maintenance and servicing of office equipment, including computers, printers, telephones, and other administrative tools.
- Monitor the cleanliness, safety, and organization of the office environment.
- Keep an up-to-date asset register of office equipment and furniture.
4. Event and Meeting Coordination
- Coordinate logistics for internal meetings, departmental seminars, workshops, and stakeholder engagement forums.
- Prepare meeting agendas, take minutes, and ensure follow-up on action items.
- Manage bookings, room arrangements, communication materials, and refreshments for meetings and seminars.
5. General Administrative Oversight
- Act as a liaison between the department and other county offices for administrative matters.
- Ensure timely circulation of memos, correspondences, and other departmental communications.
- Coordinate travel arrangements and itineraries for departmental officers as may be required.
- Supervise junior administrative and support staff, providing guidance and monitoring performance.
6. Documentation and Records Management
- Organize and maintain proper filing systems for both electronic and physical documents.
- Ensure the confidentiality and security of departmental documents.
- Facilitate timely archiving, retrieval, and disposal of files in accordance with records management policies.
Requirements for Appointment
To be eligible for appointment to the position of Senior Office Administrator, a candidate must meet the following criteria:
- Must be a Kenyan citizen.
- Must possess a Bachelor’s Degree in a business-related field such as Economics, Information and Technology, Administration, or any other equivalent qualification from a recognized university.
- Must have at least three (3) years of experience in office administration or a related field.
- Must have demonstrable knowledge in financial processes, procurement operations, and office systems.
- Must exhibit strong interpersonal skills, discretion, and the ability to work independently with minimal supervision.
Application Guidelines
Qualified and interested candidates are encouraged to submit their applications in line with the guidelines provided below. Each application must be accompanied by:
- A cover letter indicating interest in the position.
- A detailed Curriculum Vitae (CV) clearly outlining academic and professional qualifications, work experience, contact information, and three (3) referees.
- Copies of Academic and Professional Certificates.
- A copy of the applicant’s National Identity Card or Passport.
Application Submission Process:
All applications must be enclosed in a sealed envelope clearly indicating the position and reference number (BCPSB/035/2025) on the top. The envelope should be delivered by hand or sent via post to:
THE SECRETARY / CEO
BARINGO COUNTY PUBLIC SERVICE BOARD
MWALIMU PLAZA – 2nd FLOOR
P.O BOX 585 – 30400, KABARNET
Deadline: Applications must be received on or before Wednesday, 7th August 2025 at 5.00 p.m.
Important Notes to Applicants
- Residential Details Required:
Applicants are required to indicate their County, Sub-County, Ward, and Location of residence in the application documents. - Equal Opportunity Employer:
The Baringo County Government is an equal opportunity employer. Women, youth, and persons living with disabilities are strongly encouraged to apply. - No Fees or Agents:
The Baringo County Public Service Board (BCPSB) does not charge any fee at any stage of the recruitment process. The Board does not engage any agents. Applicants should beware of fraudsters. - Official Communication:
All official communication from the BCPSB shall be through their official email: [email protected]. Applicants should not respond to messages from unofficial sources. - Integrity Requirements (Chapter Six Compliance):
Successful candidates will be required to present valid clearance certificates from the following institutions prior to appointment:- Kenya Revenue Authority (KRA) – Tax Compliance Certificate
- Ethics and Anti-Corruption Commission (EACC) – Clearance Certificate
- Directorate of Criminal Investigations (DCI) – Certificate of Good Conduct
- Higher Education Loans Board (HELB) – Clearance Certificate
- Credit Reference Bureau (CRB) – Clearance Report
- Canvassing Will Lead to Disqualification:
Any form of lobbying or canvassing will automatically lead to disqualification. Applicants are advised to follow the proper application procedures outlined above.
This is an excellent opportunity to join a progressive county administration and contribute meaningfully to the development and coordination of education, vocational training, and library services in Baringo County. If you meet the criteria and are ready to be part of an impactful and dynamic team, we encourage you to apply today.
Submit your application by 7th August 2025, at 5.00 p.m.
For inquiries or clarifications, you may reach the County Public Service Board via [email protected]
We look forward to receiving your application.
