V/NO.3/2020
Salary Scale: Ksh.69,660 – Ksh.92,970 p.m.BAC ‘5’
Terms of Service: Permanent & Pensionable
Requirements for Appointment: –
The Officer at this level will serve as a secretary to the Chief Executive Officer.
For appointment to this grade, an officer must have; –
served in the grade of Senior Office Administrator or in a comparable and relevant position in the Public Service for a minimum period of four (4) years;
A Diploma in Secretarial studies from the Kenya National Examination Council;OR
Business Education Single and Group Certificates (BES & GC) from the Kenya National Examinations Council or equivalent qualifications from a recognized Institution;
Shorthand III (120 W.P.M)
Typewriting III (50 W.P.M.)/ Computerized Document Processing III
Office Management III/Office Administration and Management III
Business English III/Communication II
Commerce II
Office Practice II
Secretarial Duties II
Certificate in Computer application skills;
Kenya National Secretaries Association Membership;
Certificate in Secretarial Course lasting not less than four weeks from the recognized institution.
Certificate in Computer application skills; and
Meet requirements of Chapter 6 of the Constitution;
Duties and Responsibilities: –
Manage petty cash by drawing up the budget and transactions, recording and replenishing to keep track of the financial resources within the section.
Oversee the proper use and operation of office equipment to ensure longevity of the equipment and that work is completed in an efficient and effective manner.
Ensure security of office equipment, confidential documents and records in order to preserve aspects of institutional memory and to determine how long to retain records, their capacity for re-use as evidence of activities, transactions, and decisions, by ensuring security is adhered to.
Attend to visitors/clients, including telephone calls and appointments by reflecting professionalism in order to create a good image of the college.
Maintain an office diary and travel itinerary for the Chief Executive Officer by ensuring time is allocated in advance to timelines to work on the project and ensure meetings are properly scheduled.
Take oral dictation by ensuring a good test of spelling, writing, or language skills, when taking notes in meetings for correct recording of information in a timely and accurate manner.
Process word and data from manuscripts through the manipulation of input data with an application program to obtain desired output as an audio/video, graphic, numeric, or text data file for smooth flow of information within the College.
Prepare responses to general correspondences from prospective clients, staff and other key stakeholders of the College by ensuring all incoming correspondences reach the records office in a timely manner and circulated for immediate action.
Safeguard the integrity and confidentiality of data through the dispatch of documents to authorized staff and having a proper record in order to trace lost documents to ensure all information is preserved correctly.
Manage office protocol and etiquette by presenting practical, sound advice on common situations involving office etiquette in order to improve the institution’s image
Supervise office cleanliness and maintain office supply inventory, cleaning products and tools required for services for a clean and healthy environment.
