Engineering

Diploma in Office Administrative Assistance

The Diploma in Office Administrative Assistance is a KNEC-examined programme that trains professionals in administrative support and office management. The course covers secretarial duties, computerised document processing, shorthand, communication skills, ICT, accounting, commercial and administrative law, and office administration and management across three modules.

Students develop competencies in document processing, shorthand, office administration, ICT, business communication, and records management. The programme combines administrative skills with technology competencies essential for modern office environments.

Kenya's business sector, government departments, and educational institutions require qualified administrative support personnel. The Teachers Service Commission, county governments, corporate organisations, and NGOs recruit diploma holders for administrative assistant and secretarial positions.

The programme combines classroom theory with practical exercises in document processing, shorthand, office simulations, and communication. Students use office software, practice typing and shorthand, and participate in office management exercises. A supervised industrial attachment provides practical workplace experience.

Graduates work as administrative assistants, secretaries, personal assistants, and office administrators in government, corporate organisations, NGOs, and educational institutions. The TSC recruits diploma holders for assistant office administrator positions with salaries ranging from KES 45,000 to KES 85,000.

This programme is suitable for KCSE graduates with a mean grade of C- (minus) who are organised and interested in administrative support and secretarial careers.

Duration: 3 years
Public, up to: Ksh 67,189
Private, up to: Ksh 63,651
Job market: Moderate

The programme

What you study, how long it takes, and how it is delivered.

Practicalities

Study mode: Full-time
Attachment: 3 months
Average class: 30 students
Award: Diploma

What you study

6 subjects

Research Methods
Communication Skills
Information Technology
Project Management
Entrepreneurship
Statistics

Modules

10 in the programme

Office Administration I
Year 1Semester 13 creditsCore
Principles of office administration, organisational structure, office layout, and the role of administrative assistants in business operations.
Information Communication Technology
Year 1Semester 13 creditsCore
Computer applications for office management including word processing, spreadsheets, databases, and presentation software for administrative tasks.
Typing and Keyboarding
Year 1Semester 13 creditsCore
Keyboard skills development, touch typing techniques, and document production using word processing software for professional office tasks.
Communication Skills
Year 1Semester 12 creditsCore
Business communication, professional correspondence, report writing, and effective oral communication for office and administrative environments.
Records Management
Year 2Semester 13 creditsCore
Filing systems design, records classification, retention schedules, and electronic records management for organisational efficiency and compliance.
Entrepreneurship
Year 2Semester 12 creditsCore
Business planning, enterprise development, and entrepreneurial skills for starting and managing administrative service ventures and businesses.
Office Administration II
Year 2Semester 13 creditsCore
Advanced office management procedures, meeting coordination, travel arrangements, and executive support functions for administrative assistants.
Human Resource Management
Year 3Semester 13 creditsCore
Human resource management principles including recruitment, induction, performance management, and labour relations for office administrators.
Principles of Management
Year 3Semester 13 creditsCore
Management theory and practice, including planning, organising, leading, and controlling organisational resources for effective administration.
Office Administration III
Year 3Semester 13 creditsCore
Strategic office management, administrative policy development, supervision of support staff, and operational decision-making in organisations.

Specialisations

Secretarial Practice
Document processing, shorthand, correspondence management, and executive support functions, with emphasis on practical application in Kenyan industry contexts and compliance with relevant national standards and regulatory requirements.
Records Management
Management of organisational records, filing systems, document archiving, and information governance, with emphasis on practical application in Kenyan industry contexts and compliance with relevant national standards and regulatory requirements.
Office Management
Coordination of office operations, resources, and administrative systems for organisational efficiency, with emphasis on practical application in Kenyan industry contexts and compliance with relevant national standards and regulatory requirements.
Communication Skills
Focus on business communication, correspondence management, telephone etiquette, and professional communication within Kenyan office environments.

A day as a student

Students attend morning theory classes and spend afternoons in practical sessions, workshops, or laboratory work applying concepts learned in class.

The trade offs

In its favour

Administrative skills are needed in every sector including government, education, and private enterprise.
TSC and government positions offer permanent and pensionable employment for diploma holders.

Against it

Automation is reducing demand for traditional secretarial skills like shorthand and typing.
Career advancement to senior administrative roles may require additional management qualifications.

What it costs

Tuition at both ends of the market, and how to pay for it.

What it costs, and where

Against 332 engineering courses

Public67k to 67k

67k at TVET institutions (standard self-sponsored rate)67k at TVET institutions (standard self-sponsored rate)

Private47k to 64k

47k at Jolearn College64k at KIBCo

Annual tuition in Kenyan shillings, rounded. The upright tick is the median for this field, so a bar sitting entirely to its right is an expensive programme by the standards of its own subject.

The fine print

TVET 67,189/yr (NENAP). KIBCo 63.7K, Jolearn 46.5K/yr (institution sites)

Students can access HELB TVET loans, county government bursaries, and NG-CDF bursaries to support their studies.

Funding options

HELB loan

Scholarships

3 recorded

HELB TVET/Diploma Loan
LoanKsh 60,000Kenyan
Needy Kenyan students enrolled in KUCCPS-placed or accredited diploma programmes at recognised TVET institutions.
County Government Bursaries
BursaryKsh 20,000Kenyan
Bursaries provided by county governments for needy students from their respective counties.
NG-CDF Bursary
BursaryKsh 15,000Kenyan
Constituency Development Fund bursaries for needy students from the respective constituency.

Getting in

The grades, the alternatives, and who accredits the award.

What you need

KCSE mean grade: C-
Alternative entry: Craft Certificate in Secretarial Studies or Office Administration from an accredited TVET institution.

English or Kiswahili
Mathematics

How you are assessed

3 components

Continuous Assessment Tests
Coursework30% of the mark
Mid-semester and end-of-semester CATs covering theory and practical components.
KNEC Module Examinations
Exam60% of the mark
National examinations administered by KNEC at the end of each module.
Industrial Attachment Assessment
Practicum10% of the mark
Supervised industrial attachment report and employer assessment.

Accreditation

Programmes accredited by TVETA and examined by KNEC, NITA, or CDACC in Kenya.

Accredited by

Technical and Vocational Education and Training Authority
Academic accreditationRequired
Statutory accreditation for TVET institutions offering this diploma programme.
Kenya National Examinations Council
Examination bodyRequired
Administers national examinations for the diploma programme at each module level.

Where it leads

The roles it opens, and what you leave with.

Where graduates go

4 roles

Administrative Assistant
High demandKsh 28,000 to Ksh 52,000
Provides administrative support including document processing, correspondence, records management, and office coordination.
Secretary
High demandKsh 25,000 to Ksh 48,000
Manages correspondence, schedules, filing systems, and provides secretarial support to executives and departments.
Personal Assistant
Medium demandKsh 32,000 to Ksh 58,000
Provides executive support including diary management, travel coordination, and meeting preparation.
Records and Registry Officer
Medium demandKsh 25,000 to Ksh 45,000
Manages organisational records, filing systems, and document archiving in government and private sector offices.

Graduate outcomes

Graduates of the Office Administrative Assistance programme work in relevant industries across Kenya, with opportunities in both public and private sectors.

Where these fields lead

8 careers

Tools you will learn

Microsoft Office
Productivity suitePrimary
Office suite for documentation, correspondence, and presentations
Microsoft Excel
Data analysisPrimary
Spreadsheet for office data management and reporting
QuickBooks
Accounting software
Accounting software for office financial tasks
Google Workspace
Productivity suite
Cloud-based office productivity suite

Certifications

Industry links

Kenya National Chamber of Commerce and Industry (KNCCI)

Common misconceptions

The Office Administrative Assistance diploma is just theory with no practical value.
The programme emphasises hands-on practical training in workshops, laboratories, and industrial attachment, ensuring graduates are job-ready.
Graduates of this programme end up unemployed in Kenya.
Kenya's expanding sectors create steady demand for diploma holders, with opportunities in county governments, private companies, and self-employment.