Kenya Water Institute Senior Admin Services Officer / Assistant, Transport Officer, HR Assistant, Records Assistant and Executive Assistant Jobs

Job Title: Senior Administrative Services Officer

Scale: KW 4

Department: Human Resources and Administrative Services

Reporting to: Human Resources and Administrative Services Manager

Qualification

• Masters degree and a bachelor degree in Social Sciences or its equivalent from a recognized Institution.
• Higher diploma in Human Resource Management /Personnel Management
• Administrative course lasting not less than one(1) month
• Proficiency in computer application from a recognized Institution.

Experience

• Three (3) years working experience in a relevant field.

Knowledge and Skills

• Ability to Communicate effectively
• Good interpersonal relationship
• Be able to work under minimum supervision

Promotion

For promotion to this grade an officer must have:-

• Masters degree and a bachelor degree in Social Sciences or its equivalent from a recognized Institution.
• Served in the Grade of Administrative Assistant or a comparable and relevant position in the Public Service for a minimum period of 3 years; and
• Shown merit and ability as reflected in work performance and results.

Main Tasks

The officer will be answerable to the Human Resources and Administration Manager for the
following:-

• Ensuring smooth provision of security, cleaning, transport, office services.
• In charge of office accommodation
• Maintenance of an up to date and accurate register of all equipment, furnishings, fittings and vehicles;
• Monitor drivers conduct, Mechanics and security officers performance of their duties as required and fuel consumption.
• Coordinate all personnel communications.
• Planning office accommodation and lay out and allocation
• Supervision of secretarial and other administrative personnel.
• Liaise with the local contractors and suppliers in the discharge of maintenance of Furniture & Fittings.
• Ensure that a high standard of cleanliness is maintained and that the gardens are kept clean and tidy in the Institutes compound
• Maintenance of adequate insurance coverage at all times.
• Prepare a status report on all Institutes’ assets.
• Liaise with security service companies and ensure that there is adequate security.

Job Title: Administrative Services Assistant

Scale: KW 7

Department: Human Resources and Administrative Services

Reporting to: Senior Administrative Services Manager

Qualification

• Diploma in Human Resource Management/Personnel Management
• Supervisory Management /Administrative course from a recognized Institution
• Proficiency in computer application.

Experience

• Three (3) years working experience in a relevant field.

Knowledge and Skills

• Ability to Communicate effectively
• Good interpersonal relationship
• Be able to work under minimum supervision

Main Tasks

The officer will be answerable to the Senior Administrative Services Manager for the following:-

• Coordinating for security, cleaning, and office services.
• Responsible of office accommodation
• Coordinate all personnel communications.
• Assist in Planning office accommodation and lay out
• Supervise the work of the Institute cleaners, gardeners and security guards.
• Ensure that a high standard of cleanliness is maintained and that the gardens are kept clean and tidy.

Job Title: Transport Officer

Scale: KW 7

Department: Human Resources and Administrative Services

Reporting to: Senior Administrative Services Officer

Qualification

• Diploma in Fleet/ Logistics Management
• Supervisory Management /Administrative course from a recognized Institution
• Proficiency in computer application.
• Certificate in Vehicle Mechanics will be an added advantage.

Experience

• Three (3) years working experience in a relevant area.

Knowledge and Skills

• Ability to Communicate effectively
• Good interpersonal relationship
• Be able to work under minimum supervision
• Computer Literate.

Main Tasks

The officer will be answerable to the Senior Administrative Services Officer for the following:-

• Renewal, safekeeping and authorization of work tickets
• Safe keeping of Bon Voyage fuel cards
• Overseeing Vehicle handover from driver to driver
• Documentation and maintaining all transport related records.
• Ensure Maintenance and repair of all vehicles
• Ensuring compliance of traffic rules
• Acquisition of vehicle insurance
• Processing of vehicle fuel vouchers and follow up on their payments

Job Title: Human Resources Assistant

Scale: KW 7

Department: Human Resources and Administrative Services

Reporting to: Human Resource Officer

Qualification

• K.C.S.E. Grade C- or its approved equivalent.
• Higher Diploma in any of the following: Personnel Management/Human Resources
• Proficiency in Computer operation.

Experience

• Three (3) years working experience in a relevant field.

Knowledge and Skills

• Ability to Communicate effectively
• Good interpersonal relationship
• Be able to work under minimum supervision

Promotion

For promotion to this grade an officer must have:-

• Served in the Grade of Clerical Officer or a comparable and relevant position in the Public Service for a minimum period of 3 years; and
• Shown merit and ability as reflected in work performance and results.

Main Tasks

The officer will be answerable to the Human Resource Officer for the following:-

• recruitment, training, promotion,
• Preparing agenda for meetings
• Management and Maintaining the Institute payroll
• Maintenance of departmental records and equipment inventory
• Preparing estimates of expenditures for the office
• Handling general Personnel matters and statistics
• Processing cases for staff advisory and disciplinary committee
• Maintaining personnel information/data base.

Job Title: Records Management Assistant

Scale: KW 7

Department: Human Resources and Administrative Services

Reporting to: Senior Human Resources Officer

Qualification

• K.C.S.E. C- or its approved equivalent
• Higher Diploma in Archives/Records Management/Library Services
• Proficiency in Computer operation.

Experience

• Three (3) years working experience in a relevant field.

Knowledge and Skills

• Ability to Communicate effectively
• Good interpersonal relationship
• Be able to work under minimum supervision

Main Tasks

The officer will be answerable to the Senior Human Resources Officer for the following:-

• Maintaining an efficient filing system
• Guiding on file disposal
• Ensuring security of files and documents, pending correspondences and bring ups
• Maintaining file movement and other related registers
• Preparing disposal schedules and disposing dead files in accordance with relevant government regulations.
• General supervision of staff under him/her
• Budgeting for the registry requirements.
• Any other related duties in the registry.

Job Title: Executive Assistant

Scale: KW 6

Department: Directorate

Reporting to: Director

Qualifications

• Bachelors degree in Social Science, Secretarial Management, Business Management, office management from a recognized Institution Plus the following qualifications from the Kenya National Examination Council:-

1. Shorthand III minimum (110 WPM);
2. Typewriting III (60 WPM);
3. Business English III;
4. Commerce II;
5. Office Management III;
6. Secretarial Duties II; and
7. Secretarial Management Course.
8. Advanced level of Proficiency in Computer application.

Experience

• Three (3) years Practical Experience in Public/Private Organization.

Knowledge and Skills

• Knowledge of Modern Office procedures
• Good communication skills
• Inter personal skills

Main Tasks

The officer will be answerable to the Director for the following:-

• Responding to office matters of routine nature
• Managing documents and files, including classified materials
• Recording dictation in Shorthand and transcribing it in typewritten form
• Draft and Typing of letters
• Arranging and facilitating meetings
• Attending to visitors including arranging for appointments
• Making Travel arrangements for the Director
• Effective management of office protocol and media issues
• Maintaining up to date records of secretarial personnel
• Administration of the office, including security of office documents and equipments.
• Guide and supervise secretarial staff in lower grades
• Maintaining petty cash

How to apply

All Applications should be sent to:

The Advertiser
P. O. Box 60013 - 00200
Nairobi

NB: Indicate the position (Job Title) applied for on the bottom-right side of the envelop

Applications to be submitted on or before 9th March 2012