Tuesday, 28 February 2012

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

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

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