Job Title: Assistant Administrative Officer

Company: Kenya Ports Authority (KPA)

Deadline: 31/07/2024

About Kenya Ports Authority (KPA):

Kenya Ports Authority is a Commercial and Strategic State Corporation mandated to maintain, operate, improve, and regulate all sea and inland waterway ports in Kenya. The Port of Mombasa is the gateway to East and Central Africa, providing direct connectivity to over 80 ports worldwide and serving a vast hinterland including Uganda, Rwanda, Burundi, Eastern Democratic Republic of Congo, Northern Tanzania, Southern Sudan, Somalia, and Ethiopia. KPA aspires to position the Port of Mombasa as a competitive regional hub.

Job Description:

Position Details:

  • Grade: KPA7
  • Post No.: 350-3012
  • Number of Positions: 1
  • Employment Type: Full-time

Key Responsibilities:

  1. Administrative Support:
    • Provide administrative support to the liaison office team.
    • Perform reception duties, including meeting and greeting customers and visitors and handling customer queries.
  2. Procurement and Inventory Management:
    • Coordinate requisition, procurement, storage, and issuance of materials, spares, parts, tools, and stationery.
  3. Record Keeping:
    • Maintain primary electronic and manual records, including cash balances, ledgers, vote books, and financial registers.
  4. Budget Monitoring:
    • Monitor and evaluate expenditure budgets to ensure they are within the approved limits.
    • Prepare Budget-Actuals Variance reports for decision-making.
  5. Financial Management:
    • Prepare responses to accounting and audit queries.
    • Maintain office imprest accounts and monitor expenditures for budgetary control.
    • Ensure timely replenishment of imprest funds.
    • Receipt port charges submitted through the liaison office.
    • Reconcile revenue collections and prepare bank reconciliation statements in USD and local currency.
  6. Compliance and Maintenance:
    • Ensure payment of rent, PAYE, NSS, and other statutory deductions.
    • Keep medical and car insurance covers up to date and handle general office maintenance.
  7. Meeting Management:
    • Schedule and record meeting proceedings through minutes.
  8. Office Supervision:
    • Supervise office cleaning and computer equipment maintenance contracts.
  9. Staff Administration:
    • Initiate general office correspondences concerning staff.
    • Follow up on staff payroll matters and compile evidence for performance reviews.
    • Implement, monitor, and report on duty rosters (annual leave and weekly rosters).


Educational Requirements:

  • Diploma in Business Management or its recognized equivalent.

Professional Requirements:

  • Proficiency in computer applications.
  • Membership to a relevant professional body.
  • Minimum of five (5) years of relevant experience.
  • Demonstrated competence in work performance.

Skills & Competencies:

  • Customer focus.
  • Planning skills.
  • Communication and presentation skills.
  • Report writing skills.
  • Interpersonal skills.
  • Self-drive and ability to work with minimum supervision.
  • Team player.
  • Creativity and innovativeness.

Additional Requirements for Successful Candidates in Uganda:

  • Certificate of Good Conduct from the Directorate of Criminal Investigations Uganda.
  • Clearance Certificate from the Uganda National Examination Board.
  • Tax Compliance Certificate from the Uganda Revenue Authority (KRA).
  • Clearance from The Inspectorate of Government (IGG).

How to Apply:

Interested applicants are requested to submit their applications strictly via the Authority’s online Careers Portal by clicking here and following the instructions to ensure you fill the prescribed form before submitting the application. Email or hard copy applications will not be accepted. Only those applications submitted through the e-recruitment portal will be considered. CLICK HERE

Equal Opportunity Employer:

Kenya Ports Authority is committed to diversity and gender equality. Canvassing will lead to automatic disqualification.



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By Daniel

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