Job Description
Job Title Secretary
Grade RL 7
Job Purpose
This position is responsible for providing secretarial and administrative support to ensure efficient and
effective service delivery.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
N/A
II. Operational Responsibilities / Tasks
(i) Oversee administrative and logistical matters to ensure seamless flow of the Commission’s
activities;
(ii) Avail office stationery;
(iii) Manage e-office for effective research and processing of information;
(iv) Utilizing office equipment;
(v) Attend to internal clients and ensure they are satisfactorily served;
(vi) Handle both outgoing and incoming calls;
(vii) Draft responses and correspondence under the guidance of supervisor;
(viii) Safeguard office records, equipment and documents including classified materials;
(ix) Safeguard the integrity and confidentiality of data;
(x) Maintain an up-to-date filing system in the office to facilitate ease of retrieval of documents;
(xi) Prepare responses to routine correspondence to ensure timely feedback to the clients;
(xii) Manage office protocol and etiquette;
(xiii) Set up meeting rooms with necessary stationery and equipment’s;
(xiv) Ensure refreshments are served accordingly;
(xv) Ensure proper office layout, cleanliness and tidiness.
(xvi) Provide feedback to enhance business processes and initiate process improvement to achieve
operational excellence; and
(xvii) Develop individual work plans, monitor own performance and seek requisite support to ensure
delivery of agreed targets.
Job Dimensions:
I. Financial Responsibility
N/A
II. Responsibility for Physical Assets
i. Computer;
ii. Office furniture and equipment.
III. Decision Making / Job Influence
Operational
IV. Working Conditions
Office setting with occasional travel
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
KNEC Diploma in Secretarial Studies from a recognized institution or its equivalent.
Professional Qualifications / Membership to professional bodies
i. Certificate in Secretarial Management Course lasting not less than 4 weeks from a recognized
institution or Public Relations & Customer Care Course.
ii. Member of Kenya National Secretaries Association (KENASA).
Previous relevant work experience required.
Three (3) years of service in a comparable position from a reputable organization.
Functional Skills, Behavioral Competencies/Attributes:
i. Meets the requirements of Chapter Six of the Constitution;
ii. Knowledge of relevant legislation;
iii. Knowledge in professional standards;
iv. Ability to identify customer needs, develop service standards and deliver service excellence;
v. High level of integrity and Interpersonal skills;
vi. Ability to deliver results in a complex and dynamic environment;
vii. High level of attention to detail;
viii. Ability to work well with teams; and
ix. Ability to work with minimum supervision under strict deadlines