ASSISTANT OFFICE ADMINISTRATOR III- THREE HUNDRED (300) POSTS – V/NO 106/ /2024

ASSISTANT OFFICE ADMINISTRATOR III- THREE HUNDRED (300) POSTS – V/NO 106/ /2024

Basic Salary Scale: Ksh 26,900 – Ksh 35,380 p.m. (CSG 12)
House Allowance: Ksh 3,850- 6,750 p.m.
Commuter Allowance: Ksh 4,000 p.m.
Leave Allowance: As provided in the Civil Service
Annual Leave: 30 working days
Medical Cover: As provided by the Government
Terms of Service: Permanent and Pensionable

For appointment to this grade, a candidate must have:

(i) a Kenya Certificate of Secondary Education, mean grade C- (minus) with at least C (plain) in English or Kiswahili Language or its equivalent qualification from a recognized institution;
(ii) a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC); OR Business Education Single and Group Certificates (BES & GC) from the Kenya National Examinations Council in the following subjects:-
(i) Typewriting III (50 w.p.m.)/Computerised Document Processing III;
(ii) Shorthand II (80 w.p.m.);
(iii) Business English II/Communications I;
(iv) Office Practice II;
(v) Secretarial Duties II;
(vi) Commerce II;
(vii) Office Management III/Office Administration and Management III;

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Duties and Responsibilities

Duties and responsibilities at this level will include:-
(i) taking oral dictation;
(ii) word and data processing;
(iii) managing e-office;
(iv) Ensuring security of office records, documents and equipment;
(v) Maintaining an up to date filing system in the office;
(vi) operating office equipment;
(vii) managing office protocol;
(viii) managing office petty cash;
(ix) handling telephone calls and appointments; and
(x) supervising office cleanliness and undertaking any other office administrative services duties that may be assigned.

Please Note:

(i) Candidates should provide all the details requested for in the advertisement. It is an offence to include incorrect information in the application. Details of academic and professional certificates not obtained by closure of the advert should not be included.
(ii) Only shortlisted and successful candidates will be contacted.
(iii) Canvassing in any form will lead to automatic disqualification.
(iv) The Public Service Commission is committed to implementing the provisions of the Constitution – Chapter 232 (1) on fair competition and merit, representation of Kenyans 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 AND THE MINORITIES ARE ENCOURAGED TO APPLY.
(v) Shortlisted candidates shall be required to produce originals of their National Identity Card, academic and professional certificates and transcripts during interviews.
(vi) It is a criminal offence to present fake certificates/documents.
(vii) Serving officers shall be required to produce the original letter of appointment to their current substantive post during the interview.
Applications should reach the Commission on or before 19th March, 2024, latest 5.00 pm (East African Time).

HOW  TO APPLY

Applications are invited from qualified persons for the positions shown below. Interested and qualified persons are requested to make their applications ONLINE through the Commission website: Public Service Commission or jobs portal: PSCK Jobs Portal.

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Expert Tips To Be A Successful Applicant for Assistant Office Administrator III Position

1. Highlight Your Secretarial Skills: Emphasize your proficiency in secretarial duties such as typing, shorthand, and office management.
2. Showcase Your Organizational Skills: Discuss your ability to maintain an efficient filing system and manage office protocol effectively.
3. Demonstrate Attention to Detail: Highlight your capability to handle office records and documents accurately.
4. Communicate Your Communication Skills: Illustrate your competence in handling telephone calls, scheduling appointments, and managing office correspondence.
5. Exhibit Adaptability: Showcase your flexibility in undertaking various administrative tasks as assigned.
6. Illustrate Your Technical Proficiency: Emphasize your skills in word processing, data management, and familiarity with office equipment.
7. Emphasize Professionalism: Convey your commitment to maintaining office cleanliness and upholding professional standards.
8. Discuss Your Problem-Solving Abilities: Provide examples of situations where you successfully resolved office-related challenges.
9. Highlight Your Teamwork Skills: Demonstrate your ability to collaborate with colleagues and contribute to a positive work environment.
10. Express Your Enthusiasm: Convey your eagerness to contribute to the organization’s goals and excel in the role of Assistant Office Administrator III.

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SAMPLE COVER LETTER FOR AN ASSISTANT OFFICE ADMINISTRATOR III POSITION

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

[Employer’s Name]

[Company Name]

[Company Address]

[City, State, Zip Code]

Dear [Employer’s Name],

I am writing to express my interest in the Assistant Office Administrator III position at [Company Name], as advertised. With a strong background in secretarial studies and proven expertise in office administration, I am confident in my ability to contribute effectively to your team.

During my tenure at [Previous Company Name], I honed my skills in oral dictation, word processing, and office management. I successfully managed office records, documents, and equipment while maintaining a high level of accuracy and efficiency. Additionally, my proficiency in handling telephone calls, scheduling appointments, and supervising office cleanliness aligns well with the responsibilities outlined for this role.

I am particularly impressed by [Company Name]’s commitment to fair competition, diversity, and equal employment opportunities. I am eager to support these principles while contributing to the success of your organization.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of [Company Name]. Please find my resume attached for your review.

Sincerely,

[Your Name]

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Frequently Asked Questions

1. What educational qualifications are required for the Assistant Office Administrator III position?
   • Candidates must possess a Kenya Certificate of Secondary Education with a mean grade of C- (minus) and a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or equivalent qualifications.
2. Is prior experience necessary for this role?
   • While prior experience is not mandatory, proficiency in secretarial duties and office administration is essential.
3. How can I apply for the Assistant Office Administrator III position?
   • Interested candidates can apply online through the Commission website or the designated jobs portal.
4. What are the key responsibilities of an Assistant Office Administrator III?
   • Duties include oral dictation, word processing, office management, maintaining filing systems, handling office equipment, and managing office protocol.
5. Is there room for career advancement in this position?
   • The Assistant Office Administrator III position offers opportunities for growth within the organization based on performance and merit.
6. What benefits are provided to employees in this role?
   • Employees enjoy a competitive salary scale, house allowance, commuter allowance, medical cover, and other benefits as per Civil Service regulations.
7. Are there any specific skills or qualifications that would set an applicant apart?
   • Proficiency in typing, shorthand, communication skills, and familiarity with office equipment would be advantageous.
8. What is the deadline for submitting applications?
   • Applications should reach the Commission on or before 19th March, 2024, latest 5.00 pm (East African Time).
9. Will there be an interview process for shortlisted candidates?
   • Yes, shortlisted candidates will be contacted for interviews, where they will be required to produce original identification and academic documents.
10. Is there an opportunity for persons with disabilities to apply?
    • Yes, the Public Service Commission encourages applications from people with disabilities, marginalized communities, and minorities.

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Possible Assistant Office Administrator III Interview Questions With Answers

1. Can you describe your experience in office administration and secretarial duties?
   • Answer: Certainly. I have over [number of years] of experience in secretarial roles, where I have effectively managed office records, handled correspondence, and supported administrative functions.
2. How do you prioritize tasks in a fast-paced office environment?
   • Answer: I prioritize tasks based on urgency and importance, utilizing to-do lists and scheduling tools to ensure deadlines are met efficiently.
3. How do you handle confidential information in the workplace?
   • Answer: I understand the importance of confidentiality and adhere to strict protocols when handling sensitive information, ensuring it is securely stored and disclosed only to authorized personnel.
4. Can you provide an example of a challenging situation you encountered in a previous role and how you resolved it?
   • Answer: Certainly. In my previous role, we faced a sudden increase in workload due to staff shortages. I organized team meetings to redistribute tasks, implemented efficient workflow processes, and successfully managed the workload without compromising quality.
5. How do you ensure accuracy in your work, especially when dealing with large volumes of data?
   • Answer: I pay meticulous attention to detail, cross-checking data entries and documents to minimize errors. Additionally, I utilize software tools for data validation and verification.
6. How do you handle conflicts or disagreements with colleagues or superiors?
   • Answer: I approach conflicts diplomatically, seeking common ground and open communication to resolve differences constructively. I believe in finding mutually beneficial solutions and maintaining professional relationships.
7. Can you discuss your proficiency in office software and equipment?
   • Answer: I am proficient in a wide range of office software, including Microsoft Office Suite, and have experience operating office equipment such as printers, scanners, and photocopiers.
8. How do you stay updated with industry trends and best practices in office administration?
   • Answer: I regularly attend professional development workshops, participate in online courses, and stay informed through industry publications to stay updated with the latest trends and best practices.
9. Describe a time when you had to multitask effectively to meet deadlines.
   • Answer: In my previous role, I was responsible for coordinating multiple projects simultaneously. I prioritized tasks, delegated responsibilities where necessary, and effectively managed my time to ensure all deadlines were met.
10. Why do you believe you are the best candidate for this position?
    • Answer: I am confident that my combination of skills, experience, and dedication makes me well-suited for this role. I am enthusiastic about the opportunity to contribute to [Company Name] and thrive in a dynamic office environment.

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