Secretary at Privatization Commission

Overall purpose

Reporting to the HR & Admin Officer, the job holder is responsible for providing secretarial and administrative duties in the assigned office (s).

Responsibilities for the Secretary Job

• Types from drafts and draft routine correspondences;
• Performs general office tasks and any other duties assigned by immediate supervisor;
• Handles all correspondences for the assigned officers;
• Takes dictation in shorthand and transcribing;
• Takes charge of documents and files including classified materials – record management;
• Receives and attends visitors and ensures security of the office;
• Handles official travel arrangements;
• Dispatches mails and board members documents ;
• Types minutes for staff members and other committees members ;
• Where necessary, arrange meetings for board members, stakeholders’ workshops, events meetings within
  and outside the office;
• Scans, photocopy and email the documents to staff, board members and other customers/stakeholders/suppliers;
• Prepares the work plans, performance appraisals for other support staff ;
• Prepares vehicles return for monthly consumption reports;
• Prepares documents for external use; and
• Undertakes any other function as may be assigned from time to time

Qualifications for the Secretary Job

• Diploma in Secretarial Studies/Secretarial Management from a recognized institution;
  or Shorthand III (Minimum 100 w.p.m), typewriting III (50 w.p.m), Business English III, Commerce II.
• Office Management III and Secretarial Duties II; and
• At least three (3) years’ relevant experience in a busy organization.

Key Competencies

• ICT Skills and proficiency in Microsoft Office Suite;
• Ability to observe confidentiality, office etiquette and professionalism;
• Good communication skills;
• Excellent interpersonal skills;
• Ability to work independently and as part of a team; and
• Personal initiative to work on tight schedules, meet deadlines and adapt to a wide range of tasks.

Other Requirements

These positions require individuals of high integrity and team players. Each applicant should provide details of his/her current employer and position held, current salary including the following documents:

• Police Clearance Certificate from the Directorate of Criminal Investigations;
• Clearance Certificate from Higher Education Loans Board (HELB) (where applicable);
• Tax Compliance Certificate from KRA;
• Leadership and Integrity Act Self Declaration Form from the Ethics and Anti-Corruption Commission (EACC); and
• Certificate from an Approved Credit Reference Bureau (CRB).
• Employment will be on three (3) year renewable contract.