Secretary/Administrative Assistant at Makueni County Public Service Board

Job Description

DEPARTMENT OF AGRICULTURE, IRRIGATION LIVESTOCK AND FISHERIES DEVELOPMENT

JOB GROUP
Terms of Service: 3 years Contract
Salary: Kshs. 25,470 x 1,110 — 26,580 x 1,120 — 27,700 x 1,150 — 28,850 x 1,170 — 30,020 x 1,250 — 31,270 x 1,300 — 32,570 x 1,380 — 33,950 p.m.

Duties and responsibilities
Reporting to the HR/administration officer, the duties   and responsibilities of the secretary/administrative assistant will be to:

• Handling office communications (telephone, emails, etc.) and appointments;
• Receiving and assisting Visitors;
• Transfer external calls and correspondences to respective offices;
• Typing correspondences;
• Taking minutes in meeting as and when required;
• Ordering and maintaining stationery and other office supplies;
• Ensure security of records and documents;
• Receiving and dispatching of mails and documents;
• Provide general office management and clerical support;
• Establish and maintain a proper filing and information keeping system;
• Ensure that queries from the public and customers are responded to appropriately and in a timely manner;
• Coordinate internal and external meetings; 13) Ensure cleanliness of offices;
• Issue stationery and other office supplies including maintaining accurate records of printing and photocopying activities;
• Provide secretarial services during team meetings;
• Perform any other duties as may be assigned from time to time by the supervisor.

Requirements for Appointment

• Be a Kenyan citizen;
• Diploma in Secretarial Studies from KNEC or equivalent qualifications from a    recognized institution;

Or

• Business Education single and group certificates from KNEC in the following subjects;
  • Typewriting III (50 WPM)/computerized document processing III
  • Short hand II (80 WPM)
  • Business English II/Communications I
  • Office practice II
  • Secretarial duties II
  • Commerce II
  • Office Management III/Office administration and Management III
• Certificate in computer applications from a recognized institution and knowledge in basic computer programmes such as word, excel and use of internet
• A minimum of three (3) years of experience in general office management
• Strong interpersonal and communication skills
• Satisfy the requirements of chapter six of the constitution of Kenya 2010