Office Secretary (1 Post) at Kenya Livestock Commercialization Project

VACANCY NO: 2/02/2023

Duties and responsibilities:

• Typing standard letters and composing the content of letters on routine matters as directed by the Administrative Assistant or the Programme Coordinator;
• Combining material from several sources to produce word-processed reports in an established format using some discretion in final presentation;
• Screening telephone calls, answering routine questions, taking accurate messages and referring the caller to an appropriate alternative source;
• Receiving visitors and may be required to establish their requirements and check the availability of the required staff member where no appointment has been made;
• Maintaining the diary, arranging appointments, meetings, travel and accommodation as specified by the Administrative Assistant or Programme Coordinator;
• Undertake routine administrative duties as delegated by the Administrative Assistant or Programme Coordinator;
• Maintaining strict confidentiality in all duties and establishing reliable filing and record systems;
• Maintain a full understanding of the functionality of PC word processing software and excel; and
• Any other official duty as may be assigned by the Administrative Assistant or Programme Coordinator.

Qualifications and other requirements:

Minimum Requirements:

• A mean grade C- with a minimum grade C- in English or equivalent;
• Must have Higher National Diploma or equivalent in secretarial management;
• Appropriate secretarial training;
• Should have a certificate in computer applications (MS Word, Excel, E-mail, PowerPoint, Access etc.);
• At least five (5) years’ work experience in a busy organization;
• At least two (2) years of work experience in donor-funded projects will be an added advantage;

Other Requirements:

• Ability to work under pressure and meet strict deadlines and work with minimum supervision and sometimes work outside normal working hours;
• Ability to work and interact with people from diverse, professional, social and cultural backgrounds.
• Good management of office protocol and etiquette
• Ensure security of office records
• Coordinate travel arrangements and scheduling of meetings
• Attending to visitors and handling phone calls