Grade: DPP 11/JG ‘J’
V/NO. 169/2018
Qualifications
For appointment to this grade an officer must have:-
Served in the grade of Personal Secretary III, DPP 12 or in a comparable and relevant position in the Public or Private sector for a minimum period of Two (2) years;
The following qualifications from the Kenya National Examinations Council or equivalent qualifications from a recognized institution:
Typewriting III (minimum 50 w.p.m)/Computerized Document Processing III)
Shorthand III (100 w.p.m);
Secretarial Duties II;
Office Management III/Office Administration and Management III;
Business English III/Communications II;
Commerce II;
A Certificate in Computer Applications from a recognized institution (Ms word, windows, Ms excel, Ms Access and Internet);
Demonstrated merit and ability as reflected in the work performance and results.
Job Responsibilities
This position is critical in providing work surroundings that is conducive to office visitors, facilitating work of the office one is assigned to, and giving professional support to Secretarial Staff at lower levels in handling unprecedented office matters. Specifically duties and responsibilities will entail;
Monitoring the usage of resources in the office for proper utilization of resources to ensure cost effectiveness;
Ensuring smooth communication and coordination of activities within the ODPP and with stakeholders to ensure a strong positive image;
Supervising junior staff to ensure smooth flow of work within the ODPP;
Safeguarding the image of the ODPP through provision of high quality customer service;
Drafting letters as instructed to ensure timely communication by the supervisor as required in the delivery of service;
Dispatching letters and documents as required in a timely manner, to support the operations of the division;
Preparing documents as requested to ensure optimal time utilisation by theODPP staff in the delivery of service;
Filing documents for the assigned divisions to ensure the security, safety from tear, and accessibility of the documents when required;
Binding documents as requested to ensure the documents are easy to use and store, and enhance the image of ODPP;
Organizing meetings and availing required documents as requested to ensure the meetings happen in a timely manner and that they are fruitful;
Requisitioning of office stationery to ensure the assigned divisions are supported in the delivery of service, receive the stationery, and manage the storage to ensure proper utilisation of ODPP resources;
Receiving calls to the assigned divisions to ensure timely communication of information that is critical in the delivery of service 35
Receiving and directing telephone and fax messages for the office in a timely manner, to ensure the office is equipped with the information necessary for the delivery of service;
Attending to visitors and clients in line with the set protocol, to ensure the office presents a positive image of ODPP;
Establishing and maintaining effective communication strategies for the office to enhance the speed and quality of information flow between the office and other ODPP offices;
Maintaining inventory of office supplies to support cost management for the office;
Coordinating and arranging for meetings, workshop and conferences to preparedness for the meetings;
Managing both incoming and outgoing files and mail to ensure information is communicated in a timely manner, and to track the movement of documents that is critical in the management of the security of information;
Managing the delivery of files and mail to the relevant staff in line with the ODPP policies and procedures, to ensure the document movement is easy to track and to enhance information confidentiality;
Managing the cleanliness of the office to facilitate conducive working environment and to enhance the image of ODPP;
Managing office machines for functional and minimal disruptions to the operations of the office; andResponding to routine correspondence
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