Job Description
REF NO. MSEA - 10/7/2023
Job Description
Duties and responsibilities will entail:
(i) Coordinating the general administration of the office;
(ii) Managing the office diary;
(iii)Coordinating appointments and travel itineraries;
(iv) Attending to visitors/clients;
(v) Handling telephone calls;
(vi) Coordinating schedules of meetings;
(vii) Ensuring security of office records, equipment and documents including
classified materials;
(viii) Maintaining an up to date filing system in the office;
(ix) Establishing and monitoring procedures for record keeping of correspondence
and file movements;
(x) Preparing responses to simple routine correspondence;
(xi) Managing office protocol and etiquette;
(xii) Supervising office cleanliness;
(xiii) Ensuring security, integrity and confidentiality of data; and
(xiv) Undertaking any other office administrative services duties that may be
assigned.
Person Specifications
For appointment to this grade, a candidate must have:-
(i) At least four (4) years relevant experience;
(ii) Diploma in Secretarial Studies
OR
(iii)Business Education Single and Group Certificates (BES & GC) stages I,II and
III in the following subjects;
• Shorthand III (minimum 110 wpm)
• Typewriting III (50)/ computerized Document Processing III;
• Business English III/Communication II
• Commerce II;
• Office Practice II
• Office Management II/Office Administration and Management III
• Secretarial Duties II;
• Certificate in Computer application
• Shown merit and ability as reflected in work performance and results
Key Competencies and skills
(i) Organization skills
(ii) Time management skills
(iii)Communication skills
(iv) Detail oriented skills
(v) Planning skills
(vi) Problem solving skills