Kenya Maritime Authority (KMA) is a State Corporation established with the mandate to regulate, coordinate, and oversee maritime affairs in Kenya. The Authority plays a critical role in ensuring safe, secure, and efficient operations within the maritime sector. To deliver on its mandate effectively, KMA seeks to recruit qualified, dedicated, and results-oriented individuals to join its workforce. The Authority now invites applications for the following position:
Office Administrator – 2 Posts
Directorate: Finance and ICT
Grade: KMAG 6
Terms of Service: Pensionable with medical cover
Remuneration (Kshs):
- Basic Salary: 71,500.00 – 140,500.00
- House Allowance: 20,000.00
- Commuter Allowance: 14,000.00
Job Purpose
The Office Administrator plays a central role in ensuring the smooth operation of administrative functions within the Authority. The position is designed to provide organizational support through proper reception of visitors, facilitation of internal and external communication, and efficient management of office records, appointments, and schedules. The role is also crucial in upholding the security and confidentiality of office documents and equipment, while ensuring proper etiquette, professional correspondence, and general administrative duties are maintained in line with the Authority’s service delivery standards.
Office Administrators act as the backbone of the administrative framework of KMA, working directly with directors, managers, and other staff members to coordinate office services, maintain efficiency, and support the implementation of departmental goals.
Job Description
The duties and responsibilities of the Office Administrator will include, but not be limited to, the following:
- Attending to visitors and clients in a professional manner and ensuring they are appropriately directed to the right offices or officers.
- Handling incoming and outgoing telephone calls, ensuring timely and courteous responses to inquiries.
- Receiving, documenting, and resolving customer inquiries and complaints in line with established procedures.
- Safeguarding the security of all office records, equipment, and documents within the assigned office.
- Ensuring strict confidentiality of sensitive office information, including correspondence and records.
- Keeping and updating records of correspondences, files, and movement of documents for tracking and accountability.
- Managing office protocol and etiquette to ensure professional interactions and compliance with administrative standards.
- Handling petty cash for the assigned office, including preparation of accurate petty cash returns and accountability reports.
- Maintaining an up-to-date file movement register to track and monitor document handling within the office.
- Coordinating general administrative functions within the respective department or office to ensure seamless operations.
- Organizing and managing schedules for meetings and appointments on behalf of the respective department or office.
- Facilitating travel arrangements for officers within the respective departments, including preparation of itineraries.
- Coordinating appointments and travel itineraries for the Chief Assistant Director.
- Drafting and preparing responses to simple routine correspondence on behalf of the Chief Manager, ensuring professional presentation and timely communication.
- Monitoring adherence to procedures for record-keeping of correspondences within the department.
- Guaranteeing the security, integrity, and confidentiality of office data and documentation.
- Undertaking any other office administrative duties as may be assigned from time to time in support of departmental and organizational objectives.
Role Significance
The Office Administrator’s role is pivotal in maintaining efficiency within the Authority’s directorates. By serving as the first point of contact for visitors, clients, and stakeholders, the Office Administrator ensures that communication and information flow seamlessly across various levels of the organization. The position also provides logistical support, including travel and meeting coordination, ensuring that senior officers can focus on strategic tasks without disruptions.
In addition, the Office Administrator helps maintain institutional memory through systematic filing, record-keeping, and management of correspondence. This ensures compliance with policies while enhancing accountability. The role requires meticulous attention to detail, discretion when handling sensitive information, and the ability to manage multiple tasks under tight timelines.
Working Environment
The Office Administrator will operate in a dynamic and professional environment that demands high levels of integrity, commitment, and interpersonal skills. The position interacts regularly with staff across different directorates, senior management, and external stakeholders, including government officials, private sector representatives, and members of the public. The successful candidate will be expected to work within structured processes and established protocols while maintaining flexibility to adapt to emerging administrative demands.
The environment also requires a focus on customer service and responsiveness, as the Office Administrator represents the Authority in daily interactions. This calls for professionalism, patience, and the ability to handle confidential matters discreetly.
Key Attributes for Success
While the job description outlines specific duties, successful Office Administrators will be those who demonstrate:
- Strong organizational abilities to manage schedules, meetings, and document flows without delays.
- Excellent communication skills to handle both internal and external interactions with professionalism.
- High standards of integrity and confidentiality in managing sensitive records and information.
- Proficiency in office technology, including computers, telephones, photocopiers, and digital filing systems.
- A customer-service mindset that emphasizes efficiency, accuracy, and courtesy in all interactions.
- Flexibility and adaptability in handling varied administrative tasks under limited supervision.
- Ability to work collaboratively within teams while supporting senior management responsibilities.
Career Progression
The Office Administrator role provides a platform for career growth within the Kenya Maritime Authority. The position offers exposure to multiple facets of administrative management, including record-keeping, communication, scheduling, and coordination of departmental operations. With demonstrated performance and continuous professional development, successful officers may progress into senior administrative roles or other management positions within the Authority.
Contribution to the Authority’s Mission
By effectively supporting the daily operations of the Finance and ICT Directorate and other offices within KMA, Office Administrators contribute directly to the achievement of the Authority’s overall mandate. Their role ensures operational efficiency, streamlined communication, and reliable record-keeping, which underpin the Authority’s ability to regulate and oversee maritime affairs.
Application Process
Interested and qualified individuals are encouraged to apply for the position of Office Administrator. Applicants should ensure that they provide accurate and up-to-date information as part of their application, demonstrating their suitability for the role based on the outlined duties and responsibilities.
