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Administrative Secretary II

Closing: Apr 8, 2024

This position has expired

Published: Mar 27, 2024 (22 days ago)

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Job Summary

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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.


Responsibilities

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.


  • Producing documents, briefing papers and reports to ensure maintenance of confidential documents in the department;
  • Managing the office diary including appointments, foreign and domestic travel itineraries, travel bookings and hotel reservations for the management to facilitate timely management of events;
  • Managing office protocol and public relations, receiving and screening incoming calls, and correspondences and acting as the link between executive offices, internal and external visitors to ensure efficient response time;
  • Devising and maintaining office systems that include data management and files for efficient record preservation;
  • Following up on issues that require interdepartmental coordination for the engagement of various stakeholders to ensure effective communication is relayed;
  • Answering the telephone lines and direct calls and transferring them to the respective recipients for further action;
  • Arranging for departmental staff travel;
  • Maintaining up to date filing systems in the department and track file movement out of the Office to ensure accountability of the file user;
  • Receiving all documents for notations or signature to be actioned by the respective officers to ensure appropriate actions are carried out;
  • Assisting in staff welfare issues in the department to ensure staff needs are addressed;
  • Handling the office imprest.


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