Job Summary
Bachelor’s Degree in Business Administration/ Human Resource Management/ Social Science or related field from a recognized university.
Certified Public Secretaries – CPS (K).
Relevant work experience of at least eight (8) years with at least four (4) years’ experience in Board/Commission Services.
Membership to a related professional body.
Responsibilities
Coordinate Commission Secretarial Services in line with best practice, in liaison with the Commission Secretary/CEO to ensure:
Timely preparation and filing of all agenda documents.
Maintenance and archiving of Commission files.
Maintenance of Commission Circulars and ensure serialization for ease of retrieval.
Cross referencing past and present Commission advisories to ensure consistency.
Development of standards for Commission’s and Committees’ minutes.
Periodic quality assurance and capacity building on standards for Commission and Committee minutes.
Ensure accurate and complete documentation in line with the Commission’s and Committee’s agenda items;
Prepare high quality Commission minutes during the meetings and ensure:
Contextualization of Commission decisions and accurate reporting based on the Commission’s deliberation.
Understanding of complex information and process it into well-articulated minutes.
Compliance with the Commission’s mandate.
Track implementation of Commission’s Resolutions in liaison with various Directors and
Section Heads and preparing succinct reports on a weekly basis to CEO.
Act as a link between the standing Committees and the Commission and ensure that the agendas of the Committees are presented and feedback is provided as per the functions of the Committees.
Support the Commission Secretary/CEO in the following:
Issuing of notices of meetings.
Presenting the agenda at the Commission’s meetings to ensure that all pertinent matters are highlighted and discussed.
Cross referencing of minutes to ensure consistency in Commission Advisories.
Organizing and coordination of all the meetings of the Commission.
Receiving agenda items.
Circulating agendas and reports for Commission meetings.
Dissemination of action points to related officers.
Follow up on Commission invitation to meetings by various stakeholders.
Liaise with the Directors in reviewing the Directorates and Corporate Performance Report and preparing it on a quarterly basis for the CEO to review in readiness for presentation to the Commission.
Coordinate the activities of the Commission Secretarial Services.
Identify, evaluate, mitigate and monitor risks in the area of Secretarial Services and
Commission document management policy.
Provide feedback to enhance business processes and initiate process improvement to achieve operational excellence.
