Office Administrator at Insurance Regulatory Authority – Nairobi

Office Administrator Job purpose

Company Insurance Regulatory Authority (IRA) 

The Office Administrators are responsible for enquiries; providing secretarial services in a given office, receiving and attending to clients. They shall be deployed in the Office of Director Market Conduct and Director Corporate Services.

Office Administrator Specifications

The duties and responsibilities of the officer will entail:

• Attending to visitors/clients.
• Handling telephone calls, customer inquiries and complaints/compliments.
• Ensuring security and confidentiality of office records, equipment and documents.
• Maintaining office diary. Record keeping for correspondences and file movement.
• Managing office protocol and etiquette.
• Coordinating the general administration of the respective office.
• Coordinating schedule of meetings and appointments.
• Coordinating travel arrangements.
• Coordinating appointments and travel itineraries.
• Preparing responses to routine correspondence.
• Monitoring procedures for record keeping for correspondences.

Person Specifications

• Bachelor’s degree in business administration, secretarial studies or a business-related field. A Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or any other recognized institution. Certificate in Computer proficiency. Meets the provision of Chapter Six of the Constitution.

Competencies and skills

• Strong communication and presentation skills.
• Good analytical skills
• Problem solving.
• Professionalism.

Career Advice for Office Administrators

Office Administrators play a pivotal role in keeping an organization functioning smoothly. They manage daily operations, support staff, and ensure a well-organized work environment. As businesses become more dynamic and tech-driven, the responsibilities of Office Administrators have expanded, creating opportunities for growth for those who adapt and upskill.

1. Master Digital Tools & Software
Proficiency in Microsoft Office Suite, Google Workspace, and administrative platforms like Trello, Asana, or QuickBooks is increasingly expected. Learning basic data analysis using Excel and digital filing systems can set you apart.

2. Develop Strong Communication Skills
As the liaison between departments and external stakeholders, clear written and verbal communication is critical. Practice professional email etiquette, business writing, and active listening to ensure effective coordination.

3. Time & Task Management Is Key
Handling multiple responsibilities—from scheduling to logistics—requires excellent prioritization and organizational skills. Tools like calendar apps and task management platforms help streamline workload and minimize errors.

4. Upskill in Business Operations
Understanding HR basics, procurement, budgeting, or inventory management can boost your value. Consider short courses in business administration or office management to broaden your competence.

5. Build a Problem-Solving Mindset
Adaptability and proactive thinking are vital. Anticipate office needs, resolve conflicts diplomatically, and stay composed under pressure—these traits make you indispensable.

Salary Approximation: In Kenya, Office Administrators typically earn between KES 45,000 to 100,000 per month, depending on the industry and experience level.