Job Description
REQUIREMENTS FOR APPOINTMENT
For appointment to this grade, a candidate must have:
(i) Served in the grade of Senior Personal Secretary, DPP 8 or a comparable and relevant
position in the public Service for a minimum period of two years.
(ii) A Bachelor's degree in Social Sciences, secretarial studies, Business and office
management and any other relevant qualifications from a recognized institution.
OR
The following qualifications from the Kenya National Examinations Council:
. Shorthand III (minimum 120 w.p.m.);
o Typewriting III (50 w.p.m.) / Computerized Document Processing III
. Business English lll/Communication II;
. Commerce II;
. Office Management III/Office Administration and Management III;
o Secretarial Duties II.
OR
Higher Diploma in Secretarial Studies from the Kenya National Examination Council or
equivalent qualifications from a recognized institution.
(v) Attended Secretarial Management Course from the Kenya Institute of administration
(KIA) or any other Government Training Institute lasting not less than three (3) weeks
from a recognized institution;
(vi) A Certificate in Computer Applications (Windows, Ms-Word, Ms-Excel, Ms- Access and
Internet) from a recognized institution from a recognized institution; and
vii). Meet the requirements of Chapter Six (6) of the Constitution of Kenya zoro; Integrity,
Leadership, Honesty, Accountability and Discipline in the service to people.
DUTIES AND RESPONSIBILITIES
An officer at this level maybe deployed to work at any of the Departments at the Headquarters
or Regional Offices under the guidance of a senior officer. Specifically, duties and
responsibilities will include: -
1. Interpreting and implementing office administrative service cadre policies, procedures
in consultation with the ODPP Management;
2. Ensuring smooth communication and coordination of activities within the ODPP and
with stakeholders to ensure a strong positive image;
3. Receiving, recording and dispatching mails and files received from investigative
agencies, technical and administration departments;
4. Organizing for meetings in the office to enhance efficiency in service delivery;
S. Updating the office diaries, appointments & travel itineraries;
6. Ensuring the security of office records and equipment and limit access to unauthorized
persons;
7. Maintaining an efficient, smooth and easily accessible filing system at the HQ, Regional,
county and sub county office to ensured effective and efficient record management in
ODPP;
8. Attending to visitors and clients inline with the set protocol, to ensure the office presents
a positive image of ODPP;
9. Managing office equipment in the delivery of office services, and ensure proper
reporting of any repairs needed to enhance;
10. Implementation of office administrative service cadre policies, procedures in
consultation with ODPP Management.
11. Coaching, mentoring and counselling office administrative service personnel working
under them;
12. Safeguarding the image of the ODPP through provision of policies and procedures that
ensure high quality customer service to all stakeholders;
13. Cross referencing correspondence;
14. Record dictation and shorthand and transcribe it in type written form in meetings to
ensure proper records in ODPP; and
15. Handling telephone calls, diaries and appointments