Administrative Assistant at Bondo Technical and Vocational College

Duties and responsibilities

• Supervise, mentor and monitor the performance of junior secretarial staff and clerical officers.
• Maintain the diary and appointments/meetings for the Principal to ensure appointments are well planned  and timely
• Organize administration records and correspondence to ensure quick access to required information/ documents
• Ensure the availability of well-managed office services including cleaning and tidying office to ensure a conducive working environment.
• Maintain an efficient, smooth and easily accessible filing system to ensure the security of information and to limit access to unauthorized persons
• Receive telephone calls to ensure calls are transferred to respective office
• Maintain security and confidentiality of office records, documents and equipment
• Manage office protocol and receive incoming calls, and correspondences and act as the link between executive offices, to ensure efficient response time to inquiries
• Record dictation in shorthand and transcribe it into a written comprehensive form
• Receive visitors and clients in a professional and courteous manner and direct them to the Principal/Deputy Principal office
• Undertake correspondence for the principal as requested and as appropriate
• Maintain an inventory of office equipment and supplies for the Principal and Deputy Principal offices
• Prepare for committee meetings such as the Council/BOG meetings
• Control and manage the hospitality budget
• Provide input for hospitality budget during the budgeting process

Academic Qualification and Work Experience

• Must have completed Single and group stage II, with a pass in the following: CPD II, Communication Skills II, Office Practice II, Commerce II, Secretarial II, commerce II, with either any Shorthand III,II or I.
• Computer literate
• One-year relevant experience from a reputable institution