Job Purpose
The job is responsible for providing senior level secretarial and clerical services for the Chief Manager/ Regional Manager. They provide secretarial and administrative duties support in order to ensure that services are executed in an effective and efficient manner.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities: N/A
II. Operational Responsibilities / Tasks
a) Organizes, plans and prioritizes work in the Chief Manager/ Regional Manager’s office
b) Maintains the Chief Manager/ Regional manager’s diary by booking appointments and meetings and ensures he attends to it.
c) Processes information by compiling, categorizing and verifying information emanating from the Chief Manager/ Regional Manager’s office and dispatched to the relevant recipients.
d) Receives, sorts, and disseminates correspondence, reports, returns, circulars, publications and all kinds of information on behalf of the Chief Manager/Regional Manager.
e) Communicates with persons within the organization, customers, public, government and other external bodies who have business with KEBS.
f) Prepares responses to correspondences;
g) Makes local and international travel arrangements for the Chief Manager/Regional Manager
h) Offer logistical for board meetings by preparing board papers, sending notices, and timely processing of allowances.
i) Maintains and secures of office records, documents and equipment;
j) Manages e-office at the Chief Manager/Regional Manager’s office;
k) Provides frontline customer services by receiving visitors and directing them accordingly.
l) Maintains office petty cash.
m) Maintains the calendar plan for scheduling and fixing executive meetings
Job Dimensions:
I. Financial Responsibility Maintains office petty cash
II. Responsibility for Physical Assets Provide oversight for all physical assets provided by the institution
III. Decision Making / Job Influence Makes operational decisions
IV. Working Conditions Work predominantly within the office
Job Competencies (Knowledge, Experience and Attributes / Skills). Academic qualifications
Bachelor’s Degree in any of the following disciplines: - Secretarial Studies, Business Office Management or any Business Management with a Diploma in Secretarial studies or other relevant and equivalent qualifications from a recognized institution;
Functional Skills, Behavioural Competencies/Attributes:
Functional:
a) Analytical skills
b) Computer packages principles
c) Office management principles
d) Administrative skills
e) Report writing and minute writing skills
f) Logistics management
g) Record management skills
h) Communication skills
i) Negotiations skills
Behavioural
a) Time management
b) Stress management
c) Confidentiality
d) Integrity
e) Sound work ethics
Application submission
Application form including testimonials shall be filled and submitted online via KEBS website on or before 10 September, 2021. All testimonials MUST be saved with applicant's ID.N0. e.g.20441558_CV.pdf.
IMPORTANT NOTICE;
Upon successful upload and submission of application, the applicant will receive a system generated email notification that the job application details have been successfully submitted.
Persons with disability and female candidates are encouraged to apply. Academic qualifications of external origin MUST be accompanied with a recognition certificate from relevant body.
Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.