Office Administrator Job at KSSHA Secretariat

KSSHA secretariat is a coordinating organ of the Kenya secondary school heads association covering all public and private secondary schools.

The secretariat is seeking to recruit a suitable qualified Kenyan citizen for the position of an office administrator who will be answerable to the chief executive officer.

Key Responsibilities

A. Office Administration:

·       Plan, organize, and manage overall workplace functions; manage time, vacation schedules and staff coverage; establish workplace procedures; maintain records; organize for equipment maintenance, etc.

·       Coordinate an inventory management system to effectively control and distribute, program materials, supplies and equipment.

·       Maintain and/or create files or record keeping systems. Sort, label, file and help retrieve documents, or other materials.

·       Gather data, prepare reports and/or summarize information as and when required.

·       Help write or draft correspondence, reports, documents and/or other written materials.

·       Type and prepare reports or other written materials from source documents, transcription, etc.

·       Search, retrieve and/or research public and private records in accordance with applicable statutory laws governing access to these records.

·       Accounts & bookkeeping: help maintain books of accounts and facilitate accounting requirements; administrate petty cash; manage Quick-books; help process payments, billings, expenditures, execute statutory payments and filing; help provide reports.

·       Ensure organization adheres to legal requirements; e.g. payment of licenses, fees, returns. In particular with the NGO Council, Kenya Revenue Authority and Nairobi City Council,

B. Program Administration:

·       Process cash-float and advance requests from officers for regional operations

·       Maintain files for all regional operations; file accounts, narrative activity reports, correspondence and other relevant program information.

C. Events Administration:

·       Help with the administrative and logistical support during special events.

Qualifications, Experience and Skills:

·       At least a bachelor’s degree or Higher National Diploma in social sciences

·       3 years hands on experience in similar positions

·       Good facilitation, negotiation, administrative and communication skills

·       Strong management, planning organizational skills and excellent grasp of programming concepts

·       Strong budget management, monitoring and report writing skills.

Interested candidates meeting the above criteria should forward an application enclosing detailed CV accompanied by copies of certificates with day time contacts before the 31st May, 2011 to:

Executive Officer
Kenya Secondary School Heads Association
P.O Box 20658 — 00200
Nairobi, Kenya

Email: ksshasecretariat@yahoo.com

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