Job Overview

The Assistant Office Administrator at the Kenya National Bureau of Statistics (KNBS) plays a critical support role in ensuring efficient office administration and smooth day-to-day operations within the Bureau. The position is responsible for providing administrative, clerical, and logistical support services that facilitate the effective delivery of KNBS’s mandate of collecting, analyzing, and disseminating official national statistics. The officer will assist in managing office records and documentation by receiving, filing, classifying, and safely storing both physical and electronic records in accordance with government regulations and KNBS policies. This includes handling incoming and outgoing correspondence, maintaining filing systems, and ensuring timely retrieval of documents when required. The Assistant Office Administrator will also support data entry and basic record management to ensure accuracy and completeness of administrative information. The role involves providing secretarial and office support services such as typing, photocopying, scanning, preparing routine reports, and drafting basic correspondence under supervision. The officer will assist in organizing meetings, workshops, and official events by preparing meeting venues, issuing invitations, taking minutes when required, and ensuring availability of necessary materials and equipment. In addition, the Assistant Office Administrator will support office logistics and supplies management by monitoring office inventory, requesting replenishment of stationery and other supplies, and ensuring proper utilization of office resources. The officer may also assist in coordinating travel arrangements, maintaining office equipment, and liaising with internal departments and external stakeholders on routine administrative matters. The position requires supporting compliance with government administrative procedures, including confidentiality, professionalism, and ethical conduct in handling official in…

Why This Role Matters

This Assistant Office Administrator role allows professionals to develop key skills in Business. The position offers career growth opportunities while supporting the company's mission and values.

Responsibilities

The Assistant Office Administrator at the Kenya National Bureau of Statistics (KNBS) is responsible for providing efficient administrative, clerical, and office management support to ensure smooth day-to-day operations within the organization. The key responsibilities include, but are not limited to, the following:
Typing letters, memos, and other official documents accurately and promptly in accordance with government formatting standards and KNBS guidelines.
Taking oral dictation during meetings or when instructed by supervisors and transcribing the information into clear, professional written communication.
iii. Managing the e-office system, including receiving, registering, routing, tracking, and archiving electronic correspondence to ensure timely action and accountability.
Ensuring the security of office equipment and records, including classified and sensitive materials, by adhering to government security procedures and record management policies.
Operating and maintaining office equipment, such as computers, printers, photocopiers, scanners, and telephones, and reporting faults or arranging maintenance when necessary.
Attending to visitors and clients courteously and professionally, providing accurate information or directing them to the appropriate offices, while maintaining a well-organized office diary.
Handling internal and external enquiries, both in person and through electronic communication, and ensuring that responses are accurate, timely, and consistent with KNBS policies.
Maintaining schedules of meetings, including preparing meeting calendars, issuing invitations, booking venues, and ensuring availability of necessary materials and equipment.
Preparing responses to routine correspondence under supervision, ensuring clarity, professionalism, and adherence to official communication protocols.
Maintaining proper record-keeping of correspondence and file movement, including tracking file circulation and ensuring that documents are safely stored and easily retrievable.
Ensuring the security and confidentiality of information, particularly official and statistical data, by observing ethical standards and data protection requirements.
Managing office protocol and etiquette, including observing hierarchical procedures, official dress codes, and professional conduct during meetings and official functions.
Handling telephone calls and appointments, ensuring messages are accurately recorded and communicated, and that appointments are properly scheduled and honored.

Qualifications

KCSE & Diploma

Skills & Experience

Kenya Certificate of Secondary Education
mean grade C
(minus)
iDiploma in Secretarial Studies from the Kenya National Examinations Council (KNEC)

How to Apply

Instructions to Applicants: i.Applicants should fill and submit an online Employment Application form Ref. KNBS/F/93/29: KNBS Open Advert Employment Application Form ii.You are also required to upload a Cover letter, National Identity card/Passport copy, Curriculum Vitae, Certified Copies of academic, Professional and other relevant certificates, Transcripts and all other testimonials as one single document in pdf format. iii.Applications must be received not later than 27th January 2026.

Application FAQs

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