JOB REF: PC/HRM/5/9/2016-2017: SECRETARY : JOB GROUP, PC RE-ADVERTISED
Overall purpose: Reporting to the HR & Admin Officer, the job holder is responsible for providing secretarial and administrative duties in the assigned office (s).
Key Operational 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 within and 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 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.
Salary Scale: Kshs. 45, 279 pm – 68,341 pm.
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.
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