Job Description
NTSA/07/2023/28
The position holder will be deployed to work in the office of a Deputy Director and will be
responsible for day to day administrative services of the office.
Key Duties and Responsibilities
• Taking oral dictation and transcribing in typed form;
• Word and data processing from manuscripts;
• Managing e-office;
• providing administrative assistance, such as writing and editing e-mails, drafting
memos, and preparing communications;
• Maintaining comprehensive and accurate records;
• Performing minor accounting duties;
• Organizing meetings, including scheduling, sending reminders, and organizing
catering when necessary;
• Answering phone calls in a polite and professional manner;
• Welcoming visitors and identifying the purpose of their visit before directing them to
the appropriate department;
• Managing the executive’s calendar, including making appointments and prioritizing
the most sensitive matters;
• Operating office equipment;
• Managing office protocol;
• Managing office petty cash;
• Supervising office cleanliness;
• Undertaking any other office administrative services duties that may be assigned.
Qualifications, Skills and Experience
• Diploma in Secretarial Studies or in any of the following disciplines: - Business
Management/Administration and or management related courses from a recognized
institution.
or
• Business Education Single and Group Certificates (BES & GC) from Kenya National
Examinations Council/Pitman in the following subjects:
✓ Typewriting III (50 w.p.m)/Computerized document processing III
✓ Shorthand II (80 w.p.m)
✓ Business English II/Communications I
✓ Office Practice II
✓ Secretarial Duties II
✓ Commerce II
✓ Office Management III/Office Administration and Management III
• Computer Proficiency;
• Degree in Business Management is an added advantage; and
• Excellent written and verbal communication skills, highly organized with good time
management skills, and excellent interpersonal skills.