Senior Office Administrator Job in Kenya

JG: KUH 6. [REF No: V/FT/34/2025] – 1 Post

Job Purpose

To manage office operations by coordinating schedules, handling correspondence, maintaining records, and ensuring efficient administrative support to facilitate smooth workflow and compliance with organizational standards.

Duties and responsibilities

Reporting to the Supervisor in the area of deployment, the position holder will be responsible for the following:

Managing official diaries and schedules, including arranging appointments, meetings, and travel logistics.
Handling incoming and outgoing correspondence (mail and electronic), preparing official communication, and drafting non-technical documents, reports, and minutes.
Ensuring the safe custody, confidentiality, and integrity of official records, documents, and sensitive information within the office.
Establishing and enforcing office protocol, maintenance of workplace environment, and professional standards of service delivery within the unit.
Implementing and maintaining an efficient filing and records retrieval system for quick access to necessary documentation.
Coordinating all logistical arrangements for meetings, conferences, and official functions, including preparing necessary materials.
Monitoring and controlling the inventory of office supplies and ensuring the proper functioning of office equipment.
Facilitating and managing the flow of information between the supervisor’s office and internal/external stakeholders.
Assisting in the preparation of office budget submissions and monitoring the usage of allocated resources for secretarial services.
Performing any other secretarial or administrative duties as directed by the supervisor.
Any other duty as may be assigned.

Key Qualifications and Experience Requirements

Bachelor’s degree in any of the following disciplines: Business Administration, Business Management, Public Administration, or other relevant field from a recognized and accredited institution.
At least six (6) years’ relevant work experience, three (3) of which should have been at the grade of Office Administrator I or in a comparable position.
Registered with relevant professional body (where applicable).
Management Course lasting not less than four (4) weeks from a recognized institution.
Proficiency in computer applications.
Compliance with Chapter Six (6) of the Constitution of Kenya.

Core Competencies

Strong organizational planning and administrative skills.
Effective communication and interpersonal skills.
Decision-making and practical problem-solving skills.
Strong management and supervisory skills.
Responsive, prompt, and effective provision of services.
High standards of professional ethics.

The successful candidate will be engaged on permanent & pensionable terms.

How to Apply

Suitably qualified candidates should apply online in confidence via the portal https://recruitment.kutrrh.go.ke/ and clearly indicate the job Reference and the job applied for. Job Descriptions are available at https://www.kutrrh.go.ke/careers/.

All applications should be submitted online via (https://recruitment.kutrrh.go.ke/) with the subject line clearly indicating the position applied for (e.g., “Application for Deputy Director, Administration” and Job Reference Number).

Applicants are required to attach the following documents in PDF: Application Letter, Curriculum Vitae with email and telephone contacts of three (3) referees, Copy of National ID, copy of Valid Practicing License, copies of academic and professional certificates (MUST be certified by the issuing institution. all applicants with foreign qualifications must get the qualifications equated to those of the Kenyan education system), testimonials and any other relevant document.

Application deadline

All applications should reach KUTRRH not later than Tuesday, 9th December 2025.

Addressed to:

The Chief Executive Officer,

Kenyatta University Teaching, Referral & Research Hospital Kahawa West, Northern Bypass Road, Nairobi

P. O. Box 7674 – 00100, GPO Nairobi

Please note that:

Kenyatta University Teaching, Referral, and Research Hospital does not charge a fee at any stage of the recruitment process.
Only shortlisted candidates will be contacted.
Canvassing will lead to automatic disqualification.
Shortlisted candidates will be required to demonstrate compliance with Chapter Six of the Constitution by submitting required documents (e.g., clearance certificates from EACC, DCI, KRA, HELB, CRB and CUE/ KNAQ for those with academic qualifications obtained from learning institutions outside Kenya).

KUTRRH is an equal opportunity employer and respects inclusivity and diversity. Persons living with disabilities and individuals from marginalized and minority communities who meet the person specifications are strongly encouraged to apply.