OFFICE ADMINISTRATOR II – 100 Positions Available

Government and Public Service

Public Service Commission

OFFICE ADMINISTRATOR II – 100 Positions Available

Location: Kenya

Company: Public Service Commission

Job Type: Permanent and Pensionable

Salary: Ksh 32,700 – Ksh 42,690 p.m. (CSG 11)

Benefits:

  • House Allowance: Ksh 5,000- 10,000 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

About Us:

At the Public Service Commission, we are dedicated to creating a citizen-centric public service by reforming and transforming our operations for efficient and effective service delivery.

Summary:

Are you a skilled administrator looking for an opportunity to join a dynamic team? We are seeking qualified individuals to fill the role of Office Administrator II. As an Office Administrator II, you will play a vital role in our organization by providing comprehensive administrative support to ensure smooth operations.

Key Responsibilities:

  • Taking oral dictation
  • Word and data processing
  • Managing e-office
  • Operating office equipment
  • Handling telephone calls and appointments
  • Maintaining office diary and travel itineraries
  • Managing office protocol
  • Ensuring security of office records, documents, and equipment
  • Maintaining an up-to-date filing system in the office
  • Managing office petty cash
  • Supervising office cleanliness
  • Undertaking any other office administrative services duties as assigned

Qualifications:

  • Bachelor’s Degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized university in Kenya OR
  • Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC)

How to Apply:

Interested and qualified candidates are requested to apply online through the Commission website: www.publicservice.go.ke or jobs portal: www.psckjobs.go.ke.

Application Deadline:

19th March, 2024, 5.00 pm (East African Time)


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Expert Tips To Be A Successful Applicant for Office Administrator II:

  1. Tailor your application to highlight relevant administrative experience.
  2. Showcase your proficiency in office management software and equipment.
  3. Demonstrate your ability to multitask and prioritize tasks efficiently.
  4. Highlight your communication skills, both written and verbal.
  5. Emphasize your attention to detail and organizational skills.
  6. Provide examples of how you have contributed to improving office efficiency in previous roles.
  7. Research our organization and incorporate relevant information into your application.
  8. Prepare for potential interview questions related to office administration and problem-solving scenarios.
  9. Follow up on your application after submission to demonstrate your enthusiasm for the role.
  10. Be proactive in seeking feedback and continuously improving your skills and qualifications.

SAMPLE COVER LETTER FOR AN OFFICE ADMINISTRATOR II POSITION

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

Hiring Manager Public Service Commission

[Company Address]

[City, State, Zip Code]

Dear Hiring Manager,

I am writing to express my interest in the Office Administrator II position at the Public Service Commission, as advertised. With a Bachelor’s Degree in Secretarial Studies and proven experience in administrative roles, I am confident in my ability to contribute effectively to your team.

During my previous roles, I have demonstrated strong organizational skills, attention to detail, and proficiency in office management software. I am adept at handling multiple tasks simultaneously and thrive in fast-paced environments. My excellent communication skills and ability to work collaboratively make me a valuable asset to any organization.

I am particularly drawn to the opportunity to work in a dynamic and forward-thinking environment like the Public Service Commission. I am eager to contribute to your mission of reforming and transforming the public service for efficient and effective service delivery.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experience align with the needs of your team. Please find my resume attached for your review.

Sincerely,

[Your Name]

Frequently Asked Questions:

  1. What qualifications are required for the Office Administrator II position?
    • A Bachelor’s Degree in Secretarial Studies or Bachelor of Business and Office Management from a recognized university in Kenya, or a Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC).
  2. How can I apply for the position?
  3. What is the deadline for applications?
    • The deadline for applications is 19th March, 2024, at 5.00 pm (East African Time).
  4. Are there any benefits offered with the position?
    • Yes, benefits include house allowance, commuter allowance, leave allowance, annual leave, and medical cover as provided by the Government.
  5. Is prior experience required for this role?
    • While prior experience is beneficial, candidates with the required qualifications are encouraged to apply.
  6. What is the salary range for the Office Administrator II position?
    • The basic salary scale is Ksh 32,700 – Ksh 42,690 p.m. (CSG 11).
  7. Are there opportunities for career advancement within the organization?
    • Yes, the Public Service Commission is committed to providing opportunities for career growth and development.
  8. How will I be notified if my application is successful?
    • Only shortlisted candidates will be contacted for further proceedings.
  9. Is there any specific language requirement for the position?
    • Yes, proficiency in English is required for this role.
  10. Can I apply if I am a person with a disability?
    • Yes, people with disabilities are encouraged to apply, and reasonable accommodations will be provided as needed.

Possible Office Administrator II Interview Questions With Answers:

  1. Can you tell us about your previous experience in office administration?
    • Answer: In my previous role as an administrative assistant, I was responsible for managing daily office operations, including scheduling appointments, handling correspondence, and organizing meetings.
  2. How do you prioritize tasks when faced with multiple deadlines?
    • Answer: I prioritize tasks based on urgency and importance, using tools like to-do lists and calendar reminders to ensure timely completion.
  3. How do you handle confidential information in the workplace?
    • Answer: I understand the importance of confidentiality and adhere to strict protocols to safeguard sensitive information, such as using password-protected files and limiting access to authorized personnel.
  4. Can you give an example of a time when you resolved a challenging situation in the office?
    • Answer: In a previous role, I encountered a conflict between team members regarding resource allocation. I facilitated open communication, identified common goals, and negotiated a compromise that satisfied all parties involved.
  5. How do you stay organized in a fast-paced work environment?
    • Answer: I utilize organizational tools such as digital calendars and project management software to track deadlines and prioritize tasks effectively.
  6. Describe your experience with managing office budgets and expenses.
    • Answer: In my previous role, I was responsible for monitoring office expenses, identifying cost-saving opportunities, and preparing budget reports for review by senior management.
  7. How do you handle interruptions while working on important tasks?
    • Answer: I address interruptions politely but firmly, communicating the urgency of my current task and offering to follow up with the individual at a more convenient time.
  8. Can you give an example of a time when you improved office efficiency through process optimization?
    • Answer: In a previous role, I streamlined the document review process by implementing a digital workflow system, reducing turnaround time by 50% and minimizing errors.
  9. How do you handle conflicts or disagreements with colleagues or supervisors?
    • Answer: I approach conflicts with a solution-oriented mindset, actively listening to the perspectives of others and seeking mutually beneficial resolutions through open dialogue and compromise.
  10. What motivates you to excel in an administrative role?
    • Answer: I am motivated by the opportunity to make a meaningful contribution to the success of the organization, whether through improving efficiency, providing exceptional customer service, or supporting my colleagues in achieving their goals.

We wish you the best of luck with your application! At the Public Service Commission, we are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fee, whether refundable or not.

THE KENYAN JOB FINDER

To apply for this job please visit publicservice.go.ke.


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