Job Description
SECRETARY 11 – 1 POSITION
a) Reporting Structure
Job Title:
Secretary 11
Reports To: Chief Executive
Officer
Unit: Secretarial Division Department CEO
Grade: UC 6 Date: JULY 2023
b) The Purpose of the Job
The job holder is responsible for providing administrative support to the Chief Executive Officer in a
timely and efficient manner and is the primary contact for all internal and external communication at
the CEO’s office. He/she should be a strong communicator with excellent time management skills and
a person who remains calm in fast-paced environments with competing and equally important
priorities. The job holder should also have what it takes to provide executive-level support, pay
attention to crucial details, and with strong interpersonal skills. The role is diverse and involves regular
interactions with Corporate guests, members, delegates, and staff as well as the Board of Directors &
Supervisory Committee members.
c) Key Responsibilities
I. Operational Roles and Responsibilities:
I. Provide general administrative support to the CEO in the managing of daily
activities and diary management;
II. Coordination of meetings
III. Maintain executive’s agenda and assist in planning CEO’s appointments, Board
meetings, Board Committees meetings;
IV. Maintain updated Board minutes;
V. Ensure communication, planning schedules, appointments, meetings, reports,
presentations, and associated tasks are well organized for the CEO’s attention;
VI. Receive and screen official CEO’s phone calls and redirect them where appropriate;
VII. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters,
packages) on behalf of the CEO;
VIII. Draft communication correspondence on behalf of the CEO;
IX. Ensure integrity of all confidential communication and documents;
X. Maintain electronic and paper records ensuring information is organized and
easily accessible;
XI. Monitor office supplies and ensure timely requisition;
XII. Handle all communication between the Sacco and Directors by drafting and
sending emails/notices and reminders to the Board for meetings and events;
II. Perform any other duties as may be assigned from time to time
d) Key Result Areas:
The jobholder’s accountability areas are outlined as follows:
i. Submission of accurate, timely, and relevant reports
ii. Continuous process improvement of services through efficient working
iii. Enforcement of relevant guidelines, rules, and regulations
iv. Ensure customer satisfaction for the consumers of the services offered by the
department
v. Efficient execution of work processes as assigned Personal Assistant
vi. Delivery of quality administrative services for the assigned department/division
vii. Effective communication and maintenance of relationships through courteous and
prompt responses to all inquiries
viii. Efficient coordination of meetings as may be assigned
ix. Efficient management of filing and document retrieval system
x. Efficient liaison with external contacts
e) Academic & Professional Qualifications
i. Bachelor’s degree in Secretarial Studies/Administration/Business Administration;
ii. Diploma in Secretarial (KNEC)
iii. Certified Public Secretaries (CPS) shall be an added advantage
iv. A minimum of three (3) years of related work experience support at executive-level
v. Knowledge of administrative and clerical procedures and systems such as managing
files and records, transcription, designing forms, and other office procedures
f) Required Skills
I. Must demonstrate high integrity and ethical practice
II. Must demonstrate the ability to work independently with minimum supervision.
III. Must be a team player who can work cordially in teams
IV. Must demonstrate the ability to multitask and:
V. Must demonstrate commitment to operational effectiveness
• Should have the ability to solve problems by applying relevant business knowledge
• Should demonstrate professional expertise in the relevant work area
• Must have the ability to communicate in both written and oral communication
• Must be able to work under pressure
• Must be a flexible person, who is willing to learn and able to work flexible hours
to achieve goals
• Must know the use of MS Office packages