Duties and Responsibilities
- Type, scan, photocopy, bind and print documents as part of team support;
- Communicate and follow-up on issues as directed by the senior auditor/officer or Team leader;
- Manage telephone communication and direct calls to the respective recipients for further action;
- Maintain up to date file systems in the directorate and track file movement out of the directorate for efficient records management and data security;
- Requisition for inventory of office equipment and supplies to respective units to enhance work productivity;
- Reconcile leave administration for staff in the directorate in consultation with Human Resource Management and Administration directorate.
Job Specification
Requirements for Appointment:
- Kenya Certificate of Secondary Education mean grade C- (minus) with at least C (Plain) in English or Kiswahili Language or its recognized equivalent qualification;
- Craft Certificate in Secretarial Studies from the Kenya National Examinations Council;
Business Education Single and Group Certificates Stages I, II & III from the Kenya National Examinations Council in the following subjects: –
- Typewriting III (50 w.p.m) / Computerized Document Processing III
- Business English II / Communication II
- Commerce II
- Office Practice II
- Office Management III / Office Administration and Management III
- Secretarial Duties II
OR
- Diploma in Secretarial Studies from the Kenya National Examinations Council
- Certificate in Computer applications from a recognized institution;
- Certificate in Public Relations and Customer Care.
- Higher Diploma in Secretarial Management will be an added advantage.
Core Competences
- Office Administration – Knowledge of administrative activities that are related to financial planning, record keeping and billing, personnel, procurement and logistics, within the office.
- Administrative Procedures and Practices – Knowledge of office procedures and practices in HR, Finance Procurement and other fields within the Office.
- Secretarial Functions – Knowledge of managing the office of senior management. Knowledge of meeting procedures, diary management, handling calls, dealing with visitors, travel arrangements, and documentation control is essential.
- Report Preparation – Knowledge of the process of gathering data, compiling information and preparing reports and statements in HR, Finance Procurement and other fields within the Office.
- Development and Implementation of Policies or Procedures – Knowledge of the process to develop and implement administrative policies, procedures, and guidelines in the field of HR, Finance and Procurement, Transport and Logistic, Records Management.
- Asset Management – Knowledge of the process of cost-effectively deploying, operating, maintaining, upgrading, and disposing assets within the Office.
- Project Management skills – Ability to plan and co-ordinate a project from inception to completion, aimed at meeting set requirements, timelines, costs and quality standards.
- Ethical – Understand ethical behaviour and public-sector practices. Ensure that own behaviour and behaviour towards others is consistent with these standards and aligns with the values and ethical standards of the Office.
- Effective Communication – Speak, listen, and write in a clear, thorough, and efficient manner using appropriate and effective communication tools and techniques. Speak eloquently and engagingly in meetings, in one-on-one situations as well as in small and large groups. Listen, be receptive to the counterpart and adapt to the situation. Adjust the message to the recipient.
