21

THE COMMISSION ON ADMINISTRATIVE JUSTICE
“Office of The Ombudsman”
‘Hata Mnyonge Ana Haki’

CAJ/JOB/01/03/2025

INDENT FOR THE POSITION OF PERSONAL ASSISTANT TO THE COMMISSION CHAIRPERSON

JOB TITLE: PERSONAL ASSISTANT

REPORTING TO: COMMISSION CHAIRPERSON

JOB GRADE: CAJ 5

NUMBER OF POSTS: 1

TERMS OF EMPLOYMENT: CONTRACT

DUTY STATION: HEAD OFFICE

DUTIES AND RESPONSIBILITIES

The Personal Assistant to the Commission Chairperson will play a crucial role in providing executive support, ensuring the smooth operation of the Chairperson’s office, and managing official tasks efficiently. The specific duties and responsibilities include, but are not limited to, the following:

Key Responsibilities:

1. Diary and Schedule Management:
   • Organizing and maintaining the Chairperson’s calendar, including planning and scheduling meetings, appointments, conferences, and official engagements.
   • Ensuring that the Chairperson is well-prepared for meetings and other official duties by providing necessary briefing documents, summaries, and relevant background information.
   • Communicating meeting schedules and itineraries to relevant stakeholders and ensuring seamless coordination.
2. Travel and Logistics Coordination:
   • Making travel arrangements, including booking flights, accommodations, transportation, and preparing necessary documentation for both local and international travel.
   • Ensuring the Chairperson’s security and comfort during official trips.
   • Managing travel expense records and reimbursements in compliance with organizational policies.
3. Speech Writing and Report Preparation:
   • Drafting speeches, technical briefs, reports, and official correspondence as per the Chairperson’s directives.
   • Conducting research and gathering relevant information to support the preparation of high-quality speeches, presentations, and reports.
   • Ensuring that all written materials reflect the professionalism, vision, and mission of the Commission.
4. Meeting Attendance and Documentation:
   • Accompanying the Chairperson to high-level meetings, events, and conferences, ensuring all engagements are efficiently managed.
   • Taking detailed notes and preparing official minutes and reports from the Chairperson’s meetings.
   • Following up on actionable items, ensuring that relevant parties implement resolutions made during meetings.
5. Stakeholder Engagement and Liaison:
   • Acting as the key liaison between the Chairperson and internal/external stakeholders.
   • Managing official communication by filtering calls, responding to emails, and drafting correspondence on behalf of the Chairperson.
   • Coordinating public relations engagements and ensuring positive representation of the Commission in various platforms.
6. Administrative and Office Support:
   • Managing and organizing office records, confidential files, and correspondence to ensure efficiency and security of information.
   • Overseeing procurement of office supplies, equipment, and other necessities required for the efficient operation of the Chairperson’s office.
   • Handling protocol and etiquette matters, ensuring proper decorum in official settings.
7. Confidentiality and Discretion:
   • Ensuring strict confidentiality in all matters concerning the Chairperson’s office and the Commission at large.
   • Managing sensitive information with the highest level of integrity and professionalism.
8. Other Duties:
   • Performing any other duties assigned by the Commission Chairperson from time to time in line with the needs of the organization.

JOB SPECIFICATIONS

For appointment to this position, candidates must meet the following minimum requirements:

1. Educational Qualifications:
   • A Bachelor’s degree in Law, Public Administration, Business Administration/Management, Linguistics, or any related social science field from a recognized institution.
2. Professional Experience:
   • A minimum of four (4) years of relevant experience in a similar role within a reputable organization.
3. Professional Membership:
   • Membership in good standing with a recognized professional body where applicable.
4. Management Training:
   • A certificate in a management course lasting not less than four (4) weeks from a recognized institution.
5. Technical Skills:
   • Proficiency in computer applications and office software.
   • Strong organizational and multitasking abilities.
   • Excellent written and verbal communication skills.
   • Ability to work independently and as part of a team.
   • Strong analytical and problem-solving skills.
6. Personal Attributes:
   • High level of integrity, professionalism, and confidentiality.
   • Strong interpersonal skills with the ability to interact effectively with stakeholders at all levels.
   • Keen attention to detail and a proactive approach to problem-solving.
   • Adaptability and willingness to handle diverse responsibilities.

CLEARANCE/COMPLIANCE REQUIREMENTS

Successful candidates must provide copies of clearance or compliance certificates from the following institutions before appointment to the position:

1. Kenya Revenue Authority (KRA): Proof of tax compliance and clearance certificate.
2. Ethics & Anti-Corruption Commission (EACC): Clearance to verify integrity and compliance with ethical standards.
3. Directorate of Criminal Investigations (DCI): Certificate of good conduct verifying a clean criminal record.
4. Credit Reference Bureau (CRB): Clearance certificate confirming financial credibility.
5. Higher Education Loans Board (HELB): Compliance certificate indicating no outstanding student loan payments.

APPLICATION PROCESS

Interested candidates who meet the above qualifications and experience requirements are encouraged to submit their applications, including the following documents:

• A detailed Curriculum Vitae (CV) highlighting relevant experience, skills, and professional achievements.
• Certified copies of academic and professional certificates.
• Copies of clearance certificates from relevant bodies as stated above.
• Contact information of at least three professional referees.
• A cover letter demonstrating suitability for the position.

Submission Deadline: Applications should be submitted by [insert deadline date] through the official Commission portal or designated email address. Late submissions will not be considered.

SELECTION PROCESS

The selection process will be conducted in the following stages:

1. Shortlisting: All applications will be reviewed, and only shortlisted candidates will be contacted.
2. Interviews: Shortlisted candidates will be invited for an interview process to assess their suitability for the role.
3. Reference Checks: Background verification will be conducted for the successful candidate.
4. Appointment: The selected candidate will receive a formal appointment letter outlining the terms of employment.

EQUAL OPPORTUNITY EMPLOYER

The Commission on Administrative Justice is an equal opportunity employer committed to diversity and inclusion. Qualified applicants from all backgrounds, including women and persons with disabilities, are encouraged to apply.

CONCLUSION

The role of Personal Assistant to the Commission Chairperson is a critical position that requires an individual with exceptional organizational, communication, and administrative skills. The successful candidate will be instrumental in ensuring the smooth operation of the Chairperson’s office, enabling effective decision-making and fostering productive stakeholder relationships. By joining the Commission, the selected candidate will contribute to the mission of promoting administrative justice and accountability in public service.

Apply