Senior Assistant Office Administrator

The Social Health Authority (SHA) is seeking a highly organised and experienced Senior Assistant Office Administrator to join its administrative team at Grade SHA 6. This is a permanent and pensionable position that plays a central role in ensuring the seamless day-to-day functioning of the Authority's office operations. The successful candidate will be a trusted administrative professional who upholds the highest standards of confidentiality, data integrity, and office governance.

Reporting to senior management, the role demands a proactive individual who can manage competing priorities, support executive functions, and contribute meaningfully to SHA's mission of delivering universal health coverage to Kenyans. The position offers an opportunity to work within a high-impact public institution at a critical moment in Kenya's health financing transformation.

• Take oral dictation and accurately transcribe correspondence and official communications
• Use e-office systems to research, capture, and process organisational data
• Operate and maintain office equipment, ensuring functionality and reporting faults promptly
• Attend to visitors and clients professionally, ensuring a positive first impression of the Authority
• Manage and route incoming telephone calls efficiently and courteously
• Coordinate booking of meeting rooms and conference facilities across departments
• Handle customer inquiries and complaints, escalating complex issues through appropriate channels
• Ensure the security and confidentiality of office records, documents, and classified materials
• Maintain data integrity and enforce confidentiality protocols for all departmental information
• Manage and continuously update the office filing system for easy retrieval of records
• Draft and prepare responses to routine correspondence on behalf of management
• Uphold and enforce office protocol and professional etiquette standards
• Manage petty cash, maintain accurate records, and submit timely reconciliations
• Identify and flag areas of operational or administrative risk within the department
• Implement the departmental service charter and monitor compliance
• Champion Business Process Re-engineering (BPR) initiatives to improve administrative efficiency
• Implement and regularly review the department's business continuity plan
• Foster a corporate culture that promotes ethical conduct, accountability, and good citizenship

• Must demonstrate at least nine (9) years of progressive administrative experience, with a minimum of three (3) years served at the grade of Assistant Office Administrator I or an equivalent role in the public or private sector
• Must be able to manage executive calendars, coordinate meetings, and handle multi-channel communications with minimal supervision
• Must hold a Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or a recognised institution
• Must be a member in good standing of a relevant professional body (e.g., KASNEB, Institute of Secretaries)
• Must demonstrate proficiency in computer applications including MS Office Suite and e-office platforms
• Must be able to handle confidential and classified information with the utmost discretion and professionalism
• Must demonstrate strong organisational skills — ability to manage filing systems, petty cash, and office logistics simultaneously
• Must show a track record of merit and measurable results as evidenced in past performance appraisals or work history
• Ability to identify administrative risks and proactively implement corrective measures

This position is graded at SHA 6 on the Social Health Authority salary scale. While the exact salary band is subject to the Authority's remuneration structure, comparable public sector roles at this grade typically attract a monthly gross salary in the range of KES 80,000 – KES 150,000. As a permanent and pensionable role, the position comes with a comprehensive government-aligned benefits package including pension contributions, medical cover, and leave entitlements as provided under the SHA Human Resource policy framework.

Ideal candidate: You are a seasoned administrative professional with a solid public sector background, strong secretarial credentials, and a proven ability to manage sensitive information. You are detail-oriented, process-driven, and thrive in a structured institutional environment. You understand the importance of service delivery in a health authority context and are committed to ethical public service.

Do NOT apply if: You have fewer than nine (9) years of relevant administrative experience, do not hold the required Diploma in Secretarial Studies from KNEC or a recognised institution, or are not a member in good standing of a relevant professional body. Applications that do not meet the minimum qualifications will not be considered.

• Visit the official SHA careers portal or the Public Service Commission (PSC) jobs portal to access the formal application form
• Complete all sections of the application form accurately and attach certified copies of your academic and professional certificates
• Include a detailed CV highlighting your experience at Assistant Office Administrator I level or equivalent, and your membership certificate from a relevant professional body
• Ensure your application clearly references the position title Senior Assistant Office Administrator – SHA 6
• Submit your application before the stated deadline; late or incomplete applications will not be reviewed
• Only shortlisted candidates will be contacted for the next stage of the recruitment process