Job Description
REF: NEMA/MNG/SOA/28/2/2023
An Officer at this level may be deployed to work in either Director General’s Office or a Director’s office.
Duties and Responsibilities
Duties and Responsibilities at this level will include but not limited to:
• Using e-office to research and word and data processing;
• Operating office equipment;
• Ensuring security of office equipment, documents and records;
• Ensuring security, integrity and confidentiality of information and data;
• Attending to visitors and clients;
• Taking oral dictation;
• Handling telephone calls and appointments;
• Handling customer inquiries and complains;
• Coordinating schedules of meetings and appointments;
• Coordinating travel arrangements;
• Maintaining an up to date filing system in the office;
• Supervision of office cleanliness;
• Preparing responses to routine correspondences;
• Maintaining office protocol and etiquette;
• Guiding and supervising junior officers working under him/her.
Requirements for appointment
For appointment to this position, a candidate must have:
1. Kenya Certificate of Secondary Education, mean grade C- (minus) with at least C (plain) in English Language or its equivalent qualification from a recognised institution.
2. Diploma/ Higher Diploma in Secretarial Studies from the Kenya National Examination Council.
OR
Business Education single and group certificates (BES & GC) from the Kenya National Examination Council; -
• Shorthand III (Minimum 120 w.p.m)
• Typewriting III (50w.p.m)/Computerized Document Processing III
• Office Management III/Office Administration & Management III
• Business English III/ Communications II
• Commerce II
• Office Practice II
• Secretarial Duties II
OR
• Bachelor’s degree in Social Sciences plus a diploma in secretarial studies from a recognized institution.
OR
• Bachelor’s Degree in any of the following disciplines: Secretarial Studies, Office Management, Business and Office Management or any other relevant degree from a recognised institution.
• Master’s Degree in Business Administration/Business Management or any other relevant field from a recognized institution
• Ten (10) years relevant working experience in public service or private sector.
• Certificate in Secretarial Management Course lasting not less than four (4) weeks from the Kenya School of Government or any other government training institution.
• Certificate in Supervisory Skills Course lasting not less than two (2) weeks from a recognized institution.
• Certificate in Computer applications from a recognized institution.
• Shown merit and ability as reflected in work performance and results.
• Demonstrated professional competence in management of a high level office and administrative services.
• Fulfilled the requirement of chapter six of the constitution