Office Administrator – Ketraco

Office Administrator – Ketraco

  • Full Time

The Ketraco office administration
position is responsible for supporting the Head of Departments/Directorates and other office managers by carrying out administrative/office duties and handling general office management.

Key Responsibilities:

  • – Ensure proper utilization of office stationery.
  • – Support the Head of Department/Directorate in carrying out administrative/office duties.
  • – Coordinate correspondences within the Directorate.
  • – Edit/reference letters, memos, and documents for accuracy before dispatch.
  • – Ensure accurate records management in the Directorate by maintaining office systems and the entire filing system to company standard procedures.
  • – Provide assistance in preparing office procedures, such as the Departmental Annual Work Plan and Annual Procurement Plan.
  • – Provide general support to visitors either in person, by email, or by phone.
  • – Initiate the payment process in the SAP ERP platform upon approval, such as preparing and monitoring purchase requisitions for vendor’s invoice payments for services rendered.
  • – Facilitate team effort by accomplishing related results, such as fast-tracking payment approvals for compensation to PAPs, Consultants, staff travel memos, and other approvals.
  • – Screen the Directorate’s/Department’s telephone calls.
  • – Compile documentary evidence across the department for annual Performance Contracting evaluation and ISO Audit.
  • – Organize travel arrangements for Senior Managers/General Manager.
  • – Arrange meetings by reserving hotel conference facilities, board rooms, and taxis in liaison with the Supply Chain department.
  • – Preserve and uphold departmental sensitive information in a confidential manner.
  • – Coordinate repairs of office equipment in liaison with the Administration department.
  • – Coordinate and maintain the office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, and placing and expediting orders for supplies through the Supply Chain.
  • – Coordinate processes related to the administration of human resource activities, such as departmental performance appraisals and renewal of contracts.
  • – Collate the Directorate’s training proposals for forwarding to the Human Resource Directorate.
  • – Ensure the Directorate/Department complies with the company’s approved branding manuals, standards, and guidelines relating to letter writing/memo templates and other company documents.

Qualifications and Skills:

  • – Diploma in Business Administration/Office Management/Human Resource Management/Secretarial Course/Inventory Management or a related field from a recognized institution.
  • – Full member of KENASA.
  • – Supervisory course lasting not less than two weeks.
  • – Minimum of four (4) years of relevant work experience.

Working Conditions:

  • – Office setting and field visits.

Mandatory Requirements:

  • – Signed application letter
  • – Detailed curriculum vitae (CV) with current and previous employers, positions held, level of education, current and expected salary, notice period required, and names of at least three professional referees
  • – Copies of academic and professional certificates
  • – Copy of National Identification Card or Passport

Important Notes:

  • – Providing incorrect information in the application is an offense.
  • – Only shortlisted and successful candidates will be contacted.
  • – Canvassing in any form will lead to automatic disqualification.
  • – Shortlisted candidates must produce originals of their National Identity Card, academic, and professional certificates during interviews.
  • – Presenting fake certificates/documents is a criminal offense.

Successful candidates will be expected to present the following Chapter Six Clearance Certificates:

  • Valid Certificate of Good Conduct from the Directorate of Criminal Investigations
  • Valid Clearance Certificate from the Higher Education Loans Board (HELB)
  • Valid Tax Compliance Certificate from the Kenya Revenue Authority (KRA)
  • Current Clearance from the Ethics and Anti-Corruption Commission (EACC)
  • Current Report from an approved Credit Reference Bureau (CRB)

The company is an Equal Opportunity Employer and is committed to implementing the provisions of the Constitution – Chapter 232 (1) on fair competition and merit, representation of Kenya’s diverse communities, and affording equal employment opportunities to men and women, members of all ethnic groups, and persons with disabilities. Therefore, people with disabilities, the marginalized, the minorities, and female candidates are especially encouraged to apply.

Interested candidates fulfilling the required qualifications should submit their application clearly indicating the position applied for and the vacancy Reference No. as the subject heading via the job link posted on the KETRACO website.

Note: These positions are open to Kenyan citizens only.