Clerical Officer II Grade: 3 at Pwani University

REF: PU/ADV/05/06/2023
REQUIREMENTS FOR THE POSITION OF CLERICAL OFFICER II GRADE 3

• This is an entry level to this cadre in the University and appointment shall be on such terms and
• conditions as may be determined by the University management from time to time depending on age,
• citizenship or any other reason as may be stipulated in the Kenya Labour Laws.

Academic Qualifications

• The candidate must have a certificate in Clerical Operations/Business Administration/Business
• Management or any other related area of study from a recognized institution.

Experience

• The candidate must have at least one (1) year work experience in the relevant field.

 In addition, the candidate must have experience in handling the following:

•  Assist in dispatch of documents
•  Assist in handling of enquiries and requests
•  Assist in management of records and documents
•  Assist in photocopying of documents
•  Assist in receiving of documents
•  Filing
•  Recording
•  Sorting of documents

Duties and Responsibilities

The successful candidate will be involved in carrying out the following duties.

•  Opening of files for newly admitted students
•  Filling of all correspondences in students’ files and section’s files
•  Record and monitor the movement of files to and from the registry
•  Provision of all files needed within the section and other sections/departments/schools at the right time and to the authorized persons within the stipulated guidelines
•  Ensuring files are in good order and information is well secure
•  Ensuring that information contained in the files is correct and certified where necessary
•  Preparing outgoing materials received for dispatch
•  Collects and delivers correspondences within the admissions offices: and delivers/collects mails from other sections/departments/schools
•  Sorts, Organizes and arranges the file cabinets under the guidance of the Registry Clerk
•  Archive all old files that are not in frequent use/demand and retrieve the same if need arises
•  Perform any other duties that may be assigned by the immediate supervisor

Skills:

The candidate must have the following:-

•  Communication skills
•  Computer proficiency skills
•  Interpersonal skills
•  Organisational skills
•  Team work skills
•  Time management skills

TERMS OF SERVICE

• Benefits for the above position include a competitive basic salary, house allowance, medical cover for staff and dependents, life Insurance, opportunities for further development and training and other regular allowances.