Overall purpose
Reporting to the HR & Admin Officer, the job holder is responsible for providing secretarial and administrative duties in the assigned office (s).
Responsibilities for the Secretary Job
Types from drafts and draft routine correspondences;
Performs general office tasks and any other duties assigned by immediate supervisor;
Handles all correspondences for the assigned officers;
Takes dictation in shorthand and transcribing;
Takes charge of documents and files including classified materials – record management;
Receives and attends visitors and ensures security of the office;
Handles official travel arrangements;
Dispatches mails and board members documents ;
Types minutes for staff members and other committees members ;
Where necessary, arrange meetings for board members, stakeholders’ workshops, events meetings withinand outside the office;
Scans, photocopy and email the documents to staff, board members and other customers/stakeholders/suppliers;
Prepares the work plans, performance appraisals for other support staff ;
Prepares vehicles return for monthly consumption reports;
Prepares documents for external use; and
Undertakes any other function as may be assigned from time to time
Qualifications for the Secretary Job
Diploma in Secretarial Studies/Secretarial Management from a recognized institution;or Shorthand III (Minimum 100 w.p.m), typewriting III (50 w.p.m), Business English III, Commerce II.
Office Management III and Secretarial Duties II; and
At least three (3) years’ relevant experience in a busy organization.
Key Competencies
ICT Skills and proficiency in Microsoft Office Suite;
Ability to observe confidentiality, office etiquette and professionalism;
Good communication skills;
Excellent interpersonal skills;
Ability to work independently and as part of a team; and
Personal initiative to work on tight schedules, meet deadlines and adapt to a wide range of tasks.
Other Requirements
These positions require individuals of high integrity and team players. Each applicant should provide details of his/her current employer and position held, current salary including the following documents:
Police Clearance Certificate from the Directorate of Criminal Investigations;
Clearance Certificate from Higher Education Loans Board (HELB) (where applicable);
Tax Compliance Certificate from KRA;
Leadership and Integrity Act Self Declaration Form from the Ethics and Anti-Corruption Commission (EACC); and
Certificate from an Approved Credit Reference Bureau (CRB).
Employment will be on three (3) year renewable contract.
