Administrative Secretary II - 2 Posts

JOB GRADE – EACC “10” (2 POSTS), REF: EACC/CSS/ASII/11

Reporting to the Deputy Director – Administration, the jobholder is responsible for the provision of administrative support to ensure efficient and effective delivery of service.

Duties and Responsibilities:

• Produce documents, briefing papers, and reports to ensure maintenance of confidential documents in the department.
• Manage the office diary including appointments, foreign and domestic travel itineraries, travel bookings, and hotel reservations for the management to facilitate timely management of events.
• Manage office protocol and public relations, receive and screen incoming calls and correspondences, and act as the link between executive offices, internal and external visitors to ensure efficient response time.
• Devise and maintain office systems that include data management and files for efficient record preservation.
• Follow up on issues that require interdepartmental coordination for the engagement of various stakeholders to ensure effective communication is relayed.
• Answer the telephone lines, direct calls, and transfer them to the respective recipients for further action.
• Arrange for departmental staff travel.
• Maintain up-to-date filing systems in the department and track file movement out of the Office to ensure accountability of the file user.
• Receive all documents for notations or signature to be actioned by the respective officers to ensure appropriate actions are carried out.
• Assist in staff welfare issues in the department to ensure staff needs are addressed.
• Handle the office imprest.

Requirements for Appointment:

For appointment as an Administrative Secretary II, a person must possess the following qualifications:

• Minimum relevant work experience of four (4) years.
• Diploma in Secretarial Studies or its equivalent from a recognized institution.
• Kenya Certificate of Secondary Education (K.C.S.E.) minimum mean grade of C or its equivalent from a recognized institution.
• Certificate in computer applications.