Executive Assistant - 8 Positions at National Social Security Fund (NSSF)

Job Purpose:  

Reporting to the General Manager/Manager/Section Head/Regional Manager the candidate will perform all the general administrative and front office work.  

Key Responsibilities:  

• Prepare and process documents/information;  
• Arrange essential mail in order of priority;  
• Compose correspondences for the respective Officer’s signature;  
• Format, proofread and assemble correspondence reports;  
• Arrange for photocopies and telephone ‘call backs’ where necessary;  
• Screen and forwards calls, taking messages and scheduling appointments and re-route calls elsewhere when necessary;  
• Maintain the Officer’s diary, coordinates schedules of meetings/appointments, arrange meeting venues and prepare meeting files;  
• Manage clients’ hospitality and provide back-up data as needed;  
• Arrange for the supervisor’s travel itinerary through agents where necessary;  
• Responsible for the filing and retrieval system;  
• Support the management of office materials through purchase requisitions;  
• Handle internal and external correspondence;  
• Manage imprest for office and supervisor’s use;  
• Ensure the security of office records, equipment and documents including classified materials;  
• Monitor the environment in which the organization operates;  
• Establish and monitor procedures for correspondences, record keeping and file movements; and  
• Ensure the security, integrity and confidentiality of data.  

Required Qualifications:  

• Degree in Secretarial Studies or related field;  
• Diploma in Secretarial Studies/ Secretarial course stage III  
• Minimum KCSE C+ (Plus);  
• Member of the relevant professional body and in good standing;  
• At least five years’ work experience; and  
• Proficiency in Computer Applications from a recognized institution.  

Competencies:  

• Ability to take instructions  
• Communication skills  
• Attention to detail  
• Ability to build and work through teams  
• Interpersonal/ Communication skills