Executive Secretary - 7 Posts at Office of the Director of Public Prosecutions

 Qualifications

• Bachelors Degree

For appointment to this grade, a candidate must have:

• Served in the grade of Senior Personal Secretary, DPP 8 or a comparable and relevant position in the public Service for a minimum period of two (2) years;
• A Bachelor’s degree in Social Sciences, secretarial studies, Business and office management and any other relevant qualifications from a recognized institution. OR The following qualifications from the Kenya National Examinations Council:
  • Shorthand III (minimum 120 w.p.m.);
  • Typewriting III (50 w.p.m.) / Computerized Document Processing III
  • Business English III/Communication II;
  • Commerce II;
  • Office Management III/Office Administration and Management III;
  • Secretarial Duties II.

OR

• Higher Diploma in Secretarial Studies from the Kenya National Examination Council or equivalent qualifications from a recognized institution.
• Attended Secretarial Management Course from the Kenya Institute of administration (KIA) or any other Government Training Institute lasting not less than three (3) weeks from a recognized institution;
• A Certificate in Computer Applications (Windows, Ms-Word, Ms-Excel, Ms- Access and Internet) from a recognized institution from a recognized institution; and
• Meet the requirements of Chapter Six (6) of the Constitution of Kenya 2010; Integrity, Leadership, Honesty, Accountability and Discipline in the service to people.

 Duties & Responsibilities

An officer at this level may be deployed to work at any of the Departments at the Headquarters or Regional Offices under the guidance of a senior officer. Specifically, duties and responsibilities will include: -

• Interpreting and implementing office administrative service cadre policies, procedures in consultation with the ODPP Management;
• Ensuring smooth communication and coordination of activities within the ODPP and with stakeholders to ensure a strong positive image;
• Receiving, recording and dispatching mails and files received from investigative agencies, technical and administration departments;
• Organizing for meetings in the office to enhance efficiency in service delivery;
• Updating the office diaries, appointments & travel itineraries;
• Ensuring the security of office records and equipment and limit access to unauthorized persons;
• Maintaining an efficient, smooth and easily accessible filing system at the HQ, Regional, county and sub county office to ensured effective and efficient record management in ODPP;
• Attending to visitors and clients in line with the set protocol, to ensure the office presents a positive image of ODPP;
• Managing office equipment in the delivery of office services, and ensure proper reporting of any repairs needed to enhance;
• Implementation of office administrative service cadre policies, procedures in consultation with ODPP Management.
• Coaching, mentoring and counselling office administrative service personnel working under them;
• Safeguarding the image of the ODPP through provision of policies and procedures that ensure high quality customer service to all stakeholders;
• Cross referencing correspondence;
• Record dictation and shorthand and transcribe it in type written form in meetings to ensure proper records in ODPP; and
• Handling telephone calls, diaries and appointments