Office Administrator Job in Kenya - KMA

Job Purpose:

The duties of Administrative Officers include ensuring proper reception of visitors and facilitating communication within and outside the Authority. They manage office tasks such as scheduling appointments, handling inquiries, attending to visitors, managing correspondence, office documents, and equipment. They also handle shorthand dictation, drafting, computer operations, photocopying, routine office duties, and ensure the security of office documents and equipment.

Job Description

Duties and responsibilities

  • Attending to visitors and clients
  • Handling telephone calls and enquiries
  • Handling customer inquiries and complaints
  • Ensuring security of office records, equipment, and documents
  • Ensuring confidentiality of office information
  • Record keeping for correspondences and file movement
  • Managing office protocol and etiquette
  • Managing petty cash for the respective office
  • Maintaining an up-to-date file movement register
  • Coordinating the general administration of the respective department or office
  • Coordinating schedules of meetings and appointments for the respective department or office

  • Coordinating travel arrangements for the respective department or office
  • Coordinating appointments and travel itineraries for the Chief Assistant Director
  • Preparing responses to simple routine correspondence for the Chief Manager
  • Monitoring procedures for record keeping of correspondences
  • Ensuring security, inegrity, and confidentiality of data
  • Undertaking any other office administrative duties that may be assigned

Person Specifications

For appointment to this grade, an officer must:

  • Hold a Bachelor’s degree in Secretarial Studies or an equivalent qualification from a recognized institution
  • Have passed the following Kenya National Examinations Agency (KNEC) exams:
  • Typewriting III (Minimum 50 w.p.m.) or Computerized Document Processing III
  • Shorthand III (120 w.p.m)
  • Business English III or Communications I
  • Office Management III or Office Administration and Management III
  • Secretarial Duties II
  • Commerce II
  • Proficiency in computer applications
  • Demonstrated results in work performance

How to Apply

Each application should be accompanied with a detailed curriculum vitae, copies of relevant academic and professional certificates and transcripts, National Identity Card or Passport, testimonials and other relevant supporting documents.

An applicant must clearly indicate the reference number for the position applied for and submit in either of the following ways:

  • Hard copy applications for positions should be addressed to the Director General, Kenya Maritime Authority.
  • Online applications should be emailed in PDF format (as one running document) to: recruitment25@kma.go.ke

Post applications should be sent to:

Director General,
Kenya Maritime Authority,
KMA Towers along Mbaraki Road (next to the Little Theatre),
P.O. Box 95076 – 80104,
MOMBASA.

Note:

  • Canvassing in any form or failure to attach required documents will lead to automatic disqualification.
  • Successful candidates will need to submit valid compliance certificates from KRA, CRB, HELB, and a certificate of good conduct.
  • KMA is an equal opportunity employer; persons with disabilities and women are encouraged to apply.
  • Only shortlisted candidates will be contacted.
  • N/B: Applications should reach the Authority on or before 1700 hours Monday, 6th October, 2025.