Job Specifications
Duties and responsibilities will entail:
Coordinating performance management of direct reports by guiding and supervising lower secretarial personnel
Conducting supervision, coaching, mentoring, training and development of the department staff to ensure an effective and motivated team
Fostering and promote positive culture of growth in the in the Institute that embrace change management and organizational performance
Taking oral dictation;
Word and data processing;
Managing e-office;
Operating office equipment;
Handling telephone calls and appointments;
Attending to visitors/clients;
Maintaining office diary and travel itineraries;
Establishing and monitoring procedures for record keeping of correspondence and file movements;
Maintaining an up-to-date filing system in the office;
Managing office protocol;
Ensuring the security of office records, equipment and documents, including classified materials;
Supervising office cleanliness; and
Managing petty cash.
Job Specification
Qualifications
Person specifications
For appointment to this grade, a candidate must have:
Cumulative service period of nine (9) years, three (3) of which should have been at the grade of Office Administrative Assistant I or comparable position;
Diploma in Secretarial Studies from the Kenya National Examinations Council;
OR
Business Education Single and grade certificate (BES&GC) from the Kenya National Examinations Council (KNEC) in the following subjects:
Typewriting III (Minimum 50 w.p.m.)/ Computerized Document Processing III;
Shorthand III (100 p.m);
Business English III/ Communications II;
Secretarial Duties II;
Office Practice II
Commerce II;
Office Management III/Office Administration and Management III;
Certificate in public relations and customer care course lasting not less than two (2) weeks from a recognized institution;
Proficiency in computer applications; and
Shown merit and ability as reflected in work performance and results.