Executive Secretary/ Senior Office Administrator

Ref No: KoTDA/HR79/2024

Job Specification

Duties and responsibilities

The Executive Secretary/ Senior Office Administrator will serve as an Office administrator in the Office of the Chief Executive Officer

• Provides frontline customer services by receiving visitors, telephone calls and directing them accordingly;
• Liaise with relevant offices to secure meeting rooms, request for audio-visual needs and organize catering needs for internal meetings;
• Organizes meetings and ensure that the Chief Executive Officer is well prepared for those meetings, preparing agendas/ notices, premeeting briefings and meeting presentation papers;
• Organizing, maintaining diaries, making appointments for efficient time schedules;
• Devising and maintaining office systems that include data management and files in the Chief Executive Office for efficient records preservation;
• In collaboration with the relevant teams, make travel arrangements, including booking flights, hotels, and transportation, for the Chief Executive Officer.
• Coordinates management of incoming and outgoing mails (internal and external);
• Managing office protocol and etiquette and managing imprest cash facilities for the office attached;
• Ensures effective follow up systems are in place within the Authority across stakeholders to ensure office correspondent, projects progress reports and meetings outcomes are well managed; and
• Ensure that the outcome of meetings such as decisions and reports are properly finalized and disseminated.

Person Specification

For appointment to this grade, a candidate must have: -

• A minimum period of four (4) years in relevant work experience;
• Bachelor’s degree in Administrative Services, Office Management, Secretarial, and Clerical related studies or equivalent qualification from a recognized institution;
• Supervisory Skills course from a recognized institution;
• Shown merit and ability as reflected in work performance results; and
• Proficiency in Computer Applications