REF: EACC/CSS/ASII/6


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


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 areaddressed;
Handling 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 recognised institution;
Kenya Certificate of Secondary Education (KCSE) minimum mean grade of C or its equivalent from a recognised institution;
Certificate in computer applications.