For appointment to this grade, the applicant must have: –
A Kenya Certificate of Secondary Education mean grade C- (Minus) with a C(plain) in English or its approved equivalent from a recognized institution; and
A Diploma in Secretarial Studies from Kenya National Examination Council or equivalent qualification from a recognized institution.
– OR
The following qualifications from the Kenya National Examination Council
Shorthand III (Minimum 100 w.p.m.)
Typewriting III (50 w.p.m)
-Computerized Document Processing III
Business English III
-Communications II
Secretarial Duties II
Office Practice II
Commerce II
Office Management III
-Office Administration and Management III
Demonstrated merit and ability as reflected in work performance and results;
Proficiency in computer application skills; and
Meet the requirements of Chapter Six (6) of the Constitution.
Experience:
Have at least three (3) years’ relevant work experience in Office Administration
Job Core Competencies:
Good Interpersonal relations;
Good Communication skills;
Problem-solving skills;
Confidentiality and High Integrity; and
Ability to work under pressure.
Duties and Responsibilities
Taking dictation, transcribing and typing from drafts, manuscripts or recording from dictation machines ensuring accuracy in the work undertaken;
Facilitating and monitoring procedures for record keeping of correspondence and file movements;
Establishing and maintaining support services for the Office, including diary management, coordinating and collating all relevant paperwork;
Facilitating appropriate systems and ensuring processes are developed and maintained to support effective and efficient day to day running of the office;
Establishing a confidential and efficient filing system for the office ensuring data protection and compliance with records management policies and procedures;
Ensuring all scheduled meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations, and taking minutes are in order;
Establishing and maintaining office diary and travel itineraries;
Facilitating effective Management of office protocol and etiquette, handling telephone calls, appointments, mails and responding to routine emails and correspondences; and
Liaising with internal functional units and external organizations;
Ensuring security and integrity of office data, records, equipment and documents, including classified materials.
