CAJ Records Management Officer and Personal Secretary Jobs in Kenya

The Commission on Administrative Justice (Office of the Ombudsman) is an Independent Constitutional Commission established under section 59 of the Constitution of Kenya.

Its core mandate is to investigate any conduct in state affairs, maladministration, complaints of abuse of power, unfair treatment, manifest injustice or unlawful, oppressive, unfair or unresponsive conduct in the Public Sector, and to generally ensure compliance with the tenets of integrity, good governance and responsiveness.

In order to deliver on its mandate, the Commission wishes to fill the following key positions with suitably qualified candidates:

Records Management Officer

Job Grade CAJ 10
No. Of Posts: 1
Reports To: Director, Finance & Administration

Key Tasks
Duties and responsibilities will entail:-

• Ensuring that effective storage and retrival of records;
• Implementing an efficient records filing system.
• Creating an up to date reference system;
• Maintaining a records movement register;
• Facilitating easy retrieval of records;
• Ensuring that records are well maintained;
• Creating new records and classifying them as appropriate;
• Offering technical support to the secretarial staff on classification of records.
• Receiving, sorting, and classifying incoming mails;
• Ensure security of information, documents, files and office equipments;

Person Specifications
For appointment to this position, a candidate must:-

• Have Diploma in Records Management from a recognized institution;
• Be proficient in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Senior Personal Secretary

Job Grade CAJ 9
No. Of Posts: 2
Reports To: Human Resources and Administration Manager

Key Tasks
Duties and responsibilities will entail:-

• Recording dictation in shorthand and transcribing it in typewritten form;
• Typing from drafts, manuscripts;
• Processing data;
• Attending to visitors/clients;
• Handling telephone calls and appointments;
• Ensuring security of office records, equipment and documents, including classified materials;
• Preparing responses to simple routine correspondence;
• Undertaking any other secretarial duties that may be assigned.
• Providing guidance to junior secretarial staff

Person Specifications
For appointment to this position, a candidate must:-

• Have served for at least three (3) years in areas providing secretarial services;
• Have Diploma in Secretarial Studies or Business Administration from a recognized institution;
• Have typing speed of at least 50 wpm;
• Have Certificate in computer applications;
• Have excellent interpersonal, presentation and communication skills;
• Be fluent in both English and Kiswahili;
• Meet the requirements of Chapter 6 of the Kenya Constitution; and
• Be a citizen of Kenya.

Interested candidates are requested to submit their application together with a up to date curriculum vitae, copies of certificates and testimonials, email and telephone contacts together with names, telephone and mail contacts of three (3) referees who must be familiar with the candidates previous work experience.

Applications should be addressed as detailed below and be sent by post or hand delivered to the Commission offices situated on the 6th Floor of the Prime Minister’s Building, to be received not later than 5.00pm on Friday 19th October, 2012.

The envelope to be addressed as follows:-

The Commission Secretary
Commission on Administrative Justice
6th Floor, prime Minister’s Building
Harambee Avenue
P.O. Box 20414-00200
Nairobi