Lake Victoria South Water Works Development Agency – Assistant Office Administrator.

ASSISTANT OFFICE ADMINISTRATOR – JOB GRADE LVSWWDA 8 – REF: LVSWWDA/AOA/2023/10 – (2POSTS)

This will be the entry and training grade for certificate holders in this cadre. An officer at this level will work under direct supervision of a senior officer.

a.)  Job Specification

The Duties and Responsibilities of the Officer will entail assisting in:

• Attending to visitors / clients;
• Ensuring security, integrity and confidentiality of data and information;
• Managing office protocol and etiquette;
• Managing office diary and travel itineraries;
• Receiving and distributing hard copy materials to registry;
• Managing Front Office and Switchboard;
• Providing word -processing and secretarial support;
• Ensuring security of office records, equipment and documents;
• Preparing responses to simple routine correspondences;
• Operating office equipment to include photocopying, printing;
• Managing the main switchboard;
• Receiving and directing telephone call to the various offices;
• Distributing, collecting, analyzing and compiling a report from the feedback forms for customer care and disability mainstreaming;
• Recording dictation in shorthand and transcribing it typewritten form typing from drafts, manuscripts or recording from dictation machines;
• Planning and scheduling of meetings;
• Preparing and responding to routine correspondences;
• Management of e-office
• Managing office petty cash;
• Coordinating the general administration of the Manager’s office;
• Managing the Manager’s diary;
• Coordinating appointments and travel itineraries for the Manager;
• Attending to visitors / clients
• Handling telephone calls;
• Coordinating schedules of meetings’
• Ensuring security of office records, equipment and documents including classified materials;
• Maintaining an up-to-date filing system in the office;
• Establishing and monitoring procedures for record keeping of correspondence and file movements;
• Preparing responses to simple routing correspondence;
• Managing office protocol and etiquette;
• Ensuring security, integrity and confidentiality of data; and
• Undertaking any other office administrative services duties that may be assigned.

b.)  Person specifications

For appointment to this grade, a candidate must have: –

1. Diploma in Secretarial Studies from the Kenya National Examinations Agency OR Passed the following examinations from the Kenya National Examination Agency (KNEC)

• Typewriting III (Minimum 50 w.p.m) / Computerized document processing III;
• Shorthand III (110 w.p.m)
• Business II / Office Administration and Management III
• Secretarial Duties II;
• Commerce II;

1. Proficiency in Computer Applications;

• Have Proficiency in computer applications skills;

Mode of Application

Job applicants should attach all requisite academic and professional certificates

• Details of academic and professional certificates not obtained by closure of the advert will not be accepted.
• Shortlisted candidates shall be required to produce originals of their National Identity card, academic & professional certificates, transcripts and testimonials during interviews.
• Applicants should indicate job reference number for the position they are applying for in the envelop.

Please note that it’s a criminal offence to present unauthentic certificates. If you possess or meet the above qualifications, please send; Your application letter together with detailed Curriculum Vitae including names of three referees and their full contacts (Name, Post Office Box number, email address, and day time telephone/mobile phone contacts).

Lake Victoria South Water Works Development Agency is an equal opportunity employer; Persons with disability, women and minority groups are encouraged to apply. Only shortlisted candidates will be contacted. Any form of canvassing will lead to automatic disqualification.

In case you do not hear from us, please consider yourself unsuccessful. Please note that canvassing for this position will lead to automatic disqualification.

Note:

Upon granting an offer of employment, a successful candidate MUST present and satisfy the requirements of Chapter Six of the Constitution of Kenya 2010 by providing copies of the following documents;

• A valid Tax Compliance Certificate from the Kenya Revenue Authority (KRA).
• A valid Certificate of Good Conduct from the Directorate of Criminal Investigation (DCI).
• A valid Clearance Certificate from the Higher Education Loans Board (HELB).
• A valid Clearance Certificate from an approved Credit Reference Bureau (CRB).
• A valid Clearance form from the Ethics and Anti-Corruption Commission (EACC). Applications should be sent to reach the office of the Chief Executive Officer on/or

before 21st March, 2023 5.00pm using the address below:

Chief Executive Officer,

Lake Victoria South Water Works Development Agency,

Lavictors House Off-Ring Road Milimani,

P.O. Box 3325 – 40100,

KISUMU.

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