Assistant Office Administrator, Regional Offices (5 Positions)

The Pharmacy and Poisons Board (PPB) is seeking highly motivated and skilled Assistant Office Administrators to join its regional offices. This is a unique opportunity for professionals looking to advance their careers in administrative roles while contributing to a leading regulatory authority in Kenya.

Key Job Information

• Position: Assistant Office Administrator
• Location: Regional Offices, Kenya
• Employment Type: Full-time, Permanent
• Job Grade: PPB 8
• Application Deadline: 3rd March 2026, 11:59 PM EAT

About the Pharmacy and Poisons Board (PPB)

The Pharmacy and Poisons Board (PPB) is a statutory body established under the Pharmacy and Poisons Act to regulate the pharmacy profession, ensure safe use of medicines, and maintain high standards of public health in Kenya. PPB plays a critical role in licensing, monitoring, and inspecting pharmaceutical services, making it one of the most respected organizations in the healthcare regulatory sector.

With a strong commitment to professional development, innovation, and operational excellence, PPB provides a supportive environment for its staff, promoting growth through structured training, career progression, and diverse administrative experiences. The Board is dedicated to fostering an inclusive workplace, encouraging applications from female candidates, persons with disabilities, and marginalized groups.

PPB’s regional offices are central to ensuring efficient service delivery and seamless administrative support, making this role essential for the organization’s day-to-day operations. Professionals joining PPB benefit from working in a structured, collaborative environment with access to modern office technologies and professional networking opportunities.

Assistant Office Administrator Job Description

The Assistant Office Administrator will provide vital administrative support across PPB’s regional offices. This role ensures efficient management of office operations, data processing, and communications, contributing to the Board’s mission of safeguarding public health. Reporting to the Regional Office Manager, the successful candidate will play a pivotal role in facilitating smooth office functions, enhancing productivity, and maintaining professional standards.

This position offers exposure to multiple administrative processes, including electronic office systems, document management, and customer-facing interactions. It is ideal for candidates seeking stable careers with opportunities for skill development in office administration and regulatory operations. Assistant Office Administrators at PPB are integral to achieving the Board’s mandate, bridging administrative efficiency with public service excellence.

Key Responsibilities

• Record information in shorthand and transcribe accurately in typewritten form.
• Process data and manage electronic office systems efficiently.
• Operate office equipment and ensure proper maintenance and security.
• Safeguard office documents, records, and equipment.
• Attend to visitors and clients with professionalism.
• Handle incoming telephone calls, manage appointments, and schedule meetings.
• Manage office petty cash and ensure proper financial records.
• Maintain an organized and functional office layout conducive to workflow.
• Support regional office operations to facilitate seamless service delivery.

Required Qualifications

• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC); OR
• Business Education Single and Group Certificates (BES & GC) from KNEC, covering:
  • Typewriting II (minimum 40 w.p.m) / Computerized Document Processing II
  • Business English I / Communications I
  • Office Practice I
  • Commerce I
• Proficiency in computer applications and office software.
• Excellent organizational, communication, and time management skills.
• Ability to handle confidential information and demonstrate professional discretion.

Preferred Qualifications

• Prior experience in administrative or secretarial roles.
• Familiarity with electronic office management systems.
• Knowledge of regulatory or public sector operations is an added advantage.
• Strong interpersonal skills and ability to work effectively in a team.

Benefits and Compensation

The Pharmacy and Poisons Board offers a competitive compensation package aligned with PPB 8 grading, including statutory benefits, career development opportunities, and a supportive working environment. Employees enjoy professional growth pathways, training programs, and exposure to administrative best practices in a dynamic, structured organization. PPB emphasizes work-life balance and encourages a collaborative, inclusive culture across all regional offices.

How to Apply for Assistant Office Administrator Job Opportunities at Pharmacy and Poisons Board

Interested candidates seeking the latest job opportunities today and exploring careers at PPB are encouraged to apply for the Assistant Office Administrator positions at the Board’s regional offices. Qualified professionals are invited to submit their applications by 3rd March 2026, 11:59 PM EAT.

Applicants should prepare a comprehensive application package, including an updated CV highlighting relevant experience, qualifications, and achievements. Ensure your submission clearly demonstrates how your skills and background align with the responsibilities and requirements of this role. Only shortlisted candidates will be contacted for the next stage of the recruitment process.

PPB is committed to equal opportunity employment. Persons with disabilities, female candidates, marginalized, and minority groups are highly encouraged to apply. The Board does not charge any fee during recruitment, and applicants must comply with Chapter Six (6) of the Constitution of Kenya. This is a rare opportunity to join one of Kenya’s leading regulatory authorities, advance your career, and contribute to public health excellence.