Personal Secretary at Kenya Industrial Research and Development Institute (KIRDI)

Job Ref: KIRDI/HR/EC/04/17

Support the function of the Deputy Director/Assistant Director by facilitating the flow of activities and information within the Department and with other functions of the organization (KIRDI)

• Allocate duties and supervise to Support Staff deployed in the division to ensure smooth flow of activities within the Division, the Department
• Receive, sort, print, dispatch physical and electronic correspondence to the respective officers for action and feedback
• Draft routine responses to various correspondences and draft letters for the Assistant Director’s signature
• Scan, photocopy and print various documents for onward transmission to relevant officers for action.
• Prepare PowerPoint presentations for Assistant Director
• Receive, make and redirect calls both internal and external for effective and efficient communication
• Make requisitions for office consumables for daily use and for facilitation of meetings and ensure that office requirements are provided for in good time
• Receive, attend to and redirect clients’ enquiries and complaints to relevant divisions for assistance and complaint resolution
• Maintain and manage the office diary to enable smooth running of the divisional activities
• Make local and overseas travel and accommodation arrangement in liaison with procurement office to ensure that the Assistant Director is not inconvenienced
• Prepare notices and agenda for divisional meetings and distribute in good time to participants to enable them prepare adequately for the meeting thus ensuring effective meeting
• Supervise and guide support staff assigned to the office to ensure and maintain cleanliness at all times as well as efficient movement of documents from the office to the respective officers for action.
• Manage office protocol and etiquette so as to maintain proper procedures and common purpose of the division

• Manage security and integrity of documents and office information to ensure confidentiality in the organization.

Qualifications

• Bachelor’s Degree in Secretarial Studies/Bachelors of Business /office management/social science or equivalent from a recognized institution.
• Stage III (KNEC) in Secretarial Studies (Diploma Equivalent)
• Ability to work under pressure, Supervisory skills, Problem solving skills.Compliance with Chapter 6 of the Constitution
• Served as a Personal Secretary for a minimum period of three (3) years or a similar position in a recognized institution