Kenya Bureau of Standards
Admin & Office
Nairobi Full Time
Governmet KSh Confidential
Job Summary
To provide administrative and technical support to the Director Legal Services in relation to matters of Governance, Board services and legal services. General management of the office, records and document management.
Minimum Qualification:Bachelor
Experience Level:Senior level
Experience Length:7 years
Job Description/Requirements
The Kenya Bureau of standards (KEBS) is a statutory organization of the Government of Kenya established by the Standards Act, Cap 496 of the laws of Kenya in July 1974. The mandate of KEBS is to provide Standardization, Metrology and Conformity Assessment services through Promotion of standardization in commerce and industry, Provision of testing and calibration facilities, Control of the use of standardization marks, undertaking educational work in standardization, Facilitation of the implementation and practical application of standards, Maintenance and dissemination of the International System of Units (SI) of measurements.
KEBS seeks innovative and result oriented individuals to fill the following vacancies:
JD 01 Job Description for Principal Office Administrator (1 Post)
Job Title
Principal Office Administrator
Grade
KS 6
Corporation/Organization
Kenya Bureau of Standards
Directorate
Legal Services & Corporation Secretary
Department
Legal Services & Corporation Secretary
Division
Legal Services & Corporation Secretary
Section / Unit
Legal Services & Corporation Secretary
Location / Work Station
KEBS Headquarters, Nairobi
Reporting Relationships
Reports to
Director, Legal Services & Corporation Secretary
Direct Reports
Driver
Indirect Reports
Job Purpose
To provide administrative and technical support to the Director Legal Services in relation to matters of Governance, Board services and legal services. General management of the office, records and document management.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
Supervising the Driver.
a) Organizes, plans and prioritizes work in the Director’s office
b) Maintains and manages the Director’s diary and calendar
c) Supervises the Driver to ensure smooth flow of activities
d) Evaluates Driver’s performance on a monthly quarterly and annually
II. Operational Responsibilities / Tasks
a) Handling Board members’ communications
b) Preparing Draft Annual Board work plan and Almanac for approval
c) Coordination of Board induction and trainings
d) Assisting the Corporation Secretary to maintain the Attendance Register, Conflict of Interest Register and Corporation Seal Register
e) Preparing draft Notice and Agenda for Board Meetings
f) Collating Board and Committee packs
g) Scheduling Board and Committee meetings
h) General coordination of Board activities and movement of the Board
i) Documents and records management
j) Prepare reports for the Director
k) Schedule departmental meetings
l) Take accurate and comprehensive minutes at meetings where requested
m) Handle events and travel logistics for the Director
n) Draft correspondence such as emails and letters
o) Receives, sorts and disseminates correspondences, reports, returns, circulars, publications and all kinds of information on behalf of the Director
p) Ensuring smooth flow of work in the office;
q) Ensuring security of office records, documents and equipment;
r) Effective management of office protocol;
s) General administrative work and management of the office;
t) Maintaining office petty cash; and
Job Dimensions:
I. Financial Responsibility
Maintains office petty cash
II. Responsibility for Physical Assets
Responsible for physical assets in the directorate
III. Decision Making / Job Influence
a) Plan the work of subordinates.
b) Assign work to subordinates.
c) Monitor subordinates work performance.
d) Makes decisions using the operational standards.
IV. Working Conditions
Works typically within the office, but also travel as and when required.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
Bachelor of Business Management, Law or related degree
Professional Qualifications / Membership to professional bodies
a) A Certificate for Personal Assistants/Executive Assistants
b) Proficiency in computer applications.
Previous relevant work experience required.
7 years’ experience as an Executive Assistant with 4 years’ experience in handling Board matters.
Functional Skills, Behavioural Competencies/Attributes:
Functional Skills and competences
a) Strong interpersonal skills
b) Time management and organization skills
c) Analytical skills
d) Good oral and written communication skills
e) Minute and report writing
f) Tech-savvy and experience with word processing and email programs
g) Proactive approach to problem-solving
h) Ability to multitask
i) Discretion and trustworthiness -keeps information confidential
j) Flexibility and adaptability
k) The ability to be proactive and take initiative
APPLICATION SUBMISSION
Please visit the careers page on KEBS website: https://www.kebs.org for detailed job profile/description and instruction on how to apply.
Interested and qualified candidates applications should be submitted either SOFTCOPY to recruitment@kebs.org or HARDCOPY sent by post or hand delivered to KEBS HQ office addressed to the address below, indicating VACANCY NAME on the envelope on or before 15th February, 2023 at 17:00 HRs, EAT enclosing/attach Cover letter, a detailed CV with full details on education background, professional qualifications and relevant experience together with copies of Testimonials, Academic Certificates and National Identification Card.
The Managing Director, Kenya Bureau of Standards
Popo Road, Off Mombasa Road,
P.O. Box 54974 – 00200 NAIROBI.
IMPORTANT NOTICE
i. KEBS DOES NOT charge any fee in the recruitment process.
ii. Persons with disability and female candidates are encouraged to apply.
iii. Academic Qualifications of external origin MUST be accompanied with a recognition and equation certificate from the relevant body in Kenya.
iv. Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.
v. All degree applicants for engineering related qualifications must be Registered as Graduate Engineers.
vi. The applicants must comply with Chapter Six (6) of the Constitution of Kenya.