Job Description
ADMINISTRATIVE SECRETARY II, JOB GRADE – EACC “10” (1 POST), REF:
EACC/CSS/ASII/10
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
i. Producing documents, briefing papers and reports to ensure maintenance of
confidential documents in the department;
ii. 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;
iii. 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;
iv. Devising and maintaining office systems that include data management and files for
efficient record preservation;
v. Following up on issues that require interdepartmental coordination for the
engagement of various stakeholders to ensure effective communication is relayed;
vi. Answering the telephone lines and direct calls and transferring them to the
respective recipients for further action;
vii. Arranging for departmental staff travel;
viii. Maintaining up to date filing systems in the department and track file movement out
of the Office to ensure accountability of the file user;
ix. Receiving all documents for notations or signature to be actioned by the respective
officers to ensure appropriate actions are carried out;
x. Assisting in staff welfare issues in the department to ensure staff needs are
addressed;
xi. Handling the office imprest.
Requirements for Appointment
For appointment as an Administrative Secretary II, a person must possess the following
qualifications:
i. Minimum relevant work experience of five (5) years;
ii. Diploma in Secretarial Studies or its equivalent from a recognised institution;
iii. Kenya Certificate of Secondary Education (K.C.S.E.) minimum mean grade of C or
its equivalent from a recognised institution;
iv. Demonstrated integrity and professional competence as reflected in work
performance and results