Job Description
The Kenya Revenue Authority (KRA) Staff Pension Scheme is seeking to recruit a highly organized, dependable, and proactive Administrative Assistant to provide comprehensive executive, administrative, and human resource support within the Scheme's Secretariat. This is a Permanent and Pensionable position designed for a professional who thrives in a structured environment, values confidentiality, and possesses exceptional organizational capabilities. The successful candidate will work closely with the Chief Executive Officer while supporting the broader management team in ensuring efficient office operations and effective coordination of administrative activities.
This position offers an exciting opportunity to become part of a professional organization committed to sound governance, operational excellence, and high-quality service delivery. The Administrative Assistant will play a central role in ensuring that executive schedules, office communications, documentation, records, and administrative processes operate seamlessly. The position requires an individual capable of handling multiple assignments simultaneously while maintaining accuracy, professionalism, and excellent customer service standards.
The successful candidate will contribute to improving internal coordination by maintaining organized filing systems, facilitating communication between departments, coordinating meetings, managing official correspondence, and supporting daily office functions. In addition, the role includes providing administrative support to human resource activities such as maintaining employee records, assisting with onboarding processes, coordinating staff development activities, monitoring leave records, and supporting HR documentation in compliance with organizational policies.
Working in a fast-paced professional environment, the Administrative Assistant will interact with employees, service providers, government agencies, pension scheme stakeholders, consultants, and visitors. Therefore, excellent interpersonal skills, professional etiquette, discretion, and strong communication abilities are essential. The position requires a detail-oriented individual capable of maintaining confidentiality while handling sensitive organizational information.
The successful applicant will also support the planning and coordination of meetings, prepare agendas, compile reports, organize travel arrangements, manage office supplies, coordinate appointments, and ensure administrative procedures are implemented consistently across the organization. The role demands strong planning skills, initiative, flexibility, and the ability to prioritize competing assignments while meeting strict deadlines.
The Kenya Revenue Authority Staff Pension Scheme promotes professionalism, integrity, accountability, innovation, teamwork, and continuous improvement. Employees are provided with an environment that encourages collaboration, career growth, ethical leadership, and high performance. This position presents an excellent opportunity for an ambitious administrative professional seeking long-term career development within a respected public sector pension institution. Individuals who demonstrate strong organizational discipline, excellent administrative competence, and a commitment to delivering exceptional support services are encouraged to submit their applications.
Key Responsibilities
- Provide comprehensive executive and administrative support to the Chief Executive Officer to ensure efficient daily operations.
- Coordinate executive calendars by scheduling appointments, meetings, conferences, and official engagements.
- Prepare correspondence, reports, presentations, briefing notes, and official documents with high levels of accuracy.
- Receive, register, classify, and distribute incoming correspondence promptly to the relevant offices.
- Draft professional letters, memos, circulars, meeting notices, and internal communications.
- Organize board, management, committee, and departmental meetings by preparing agendas, meeting packs, and supporting documentation.
- Record accurate minutes during meetings and monitor implementation of agreed action points.
- Maintain confidential executive files, employee records, and administrative documentation securely.
- Support human resource administration by coordinating recruitment documentation, onboarding activities, induction schedules, and employee records.
- Monitor employee leave records and assist in maintaining updated HR databases.
- Coordinate staff training logistics, workshops, seminars, and internal learning activities.
- Manage office filing systems using both electronic and physical record management procedures.
- Ensure office documents are properly archived and easily retrievable.
- Coordinate procurement requests for office supplies and monitor inventory levels.
- Maintain office equipment records and coordinate servicing where necessary.
- Arrange official travel, accommodation bookings, transport logistics, and travel documentation for management.
- Receive visitors professionally while ensuring excellent customer service standards.
- Respond to telephone calls, emails, and general enquiries courteously and efficiently.
- Coordinate communication between departments and external stakeholders.
- Assist in implementing office administration policies, procedures, and operational guidelines.
- Support management in preparing administrative reports and performance updates.
- Monitor office cleanliness, functionality, and overall workplace organization.
- Coordinate courier services, document dispatch, and receipt of official deliveries.
- Support internal events, meetings, workshops, and stakeholder engagement activities.
- Maintain confidentiality when handling sensitive employee, financial, and organizational information.
- Track deadlines for administrative assignments and ensure timely completion.
- Assist in monitoring compliance with organizational administrative procedures.
- Support records digitization initiatives to improve document accessibility.
- Prepare periodic administrative summaries for management review.
- Coordinate logistical arrangements for official functions and executive meetings.
- Maintain accurate registers for visitors, correspondence, assets, and office inventory.
- Liaise professionally with suppliers, consultants, contractors, and service providers.
- Support departmental projects through effective administrative coordination.
- Continuously identify opportunities for improving administrative efficiency and service delivery.
- Promote teamwork, professionalism, accountability, integrity, and excellent customer experience in every assignment performed.
Qualifications & Requirements
- Applicants should possess a bachelor's degree in business administration, Human Resource Management, Secretarial Studies, Office Administration, Public Administration, or another closely related discipline obtained from a recognized institution. Candidates should demonstrate a solid understanding of modern office administration practices, executive support functions, records management principles, and basic human resource administration procedures. A minimum of two years of relevant professional experience in administration, executive office support, or HR administration is required. Membership with the Institute of Human Resource Management (IHRM) or another recognized professional body will be considered an added advantage. The ideal candidate should possess excellent written and verbal communication skills, exceptional interpersonal abilities, strong customer service orientation, outstanding organizational and planning skills, sound analytical thinking, attention to detail, problem
- solving capability, and proficiency in Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and virtual meeting platforms. Applicants should demonstrate integrity, professionalism, discretion when handling confidential information, adaptability, initiative, teamwork, time management, multitasking ability, and the capacity to work independently with minimal supervision while consistently delivering high
- quality administrative support in a dynamic professional environment.
How to Apply
Interested candidates should submit their applications online through the Kenya Revenue Authority e-Recruitment Portal. Applicants should first create an account if they are new users, verify their email address, complete and update their candidate profile, and then log in to access available vacancies. After locating the Administrative Assistant position, complete all mandatory sections of the application form, review the information provided, accept the data privacy statement, and submit the application before the closing date. Applicants experiencing technical challenges during the recruitment process may contact the Human Resources support team through the official KRA recruitment support email provided on the recruitment portal. Only applications submitted through the official online recruitment system before the application deadline will be considered. Kenya Revenue Authority does not charge any application, interview, recruitment, or placement fees at any stage of the hiring process. Candidates are encouraged to remain vigilant against fraudulent recruitment activities and to rely only on official KRA recruitment communication channels.