Senior Office Administrator /Executive (Paralegal) Secretary at Kabete National Polytechnic

REF - KNP/2022/4

Duties and Responsibilities

• recording dictation in shorthand and transcribing in typewritten form using and managing e- office to process data;
• Operating while ensuring security of office equipment, documents and records including classified materials, legal correspondences and MOUs;
• attending to visitors/clients as well handling telephone calls or customer inquiries complaints or appointments, handling protocols and confirming travel itineraries;
• coordinating schedules, planning and organizing meetings, workshop/conferences and seminars;
• establishing and monitoring procedures for recording correspondences by maintaining an up-to-date file movements system
• Perform accurate preparation of responses to routine correspondence and where necessary conduct legal research and analysis in consultation with relevant management staff while maintaining confidentiality and integrity.
• Compile, proofread and revise drafts of legal documents and reports by Interpreting laws, rulings and regulations in legal documents.
• Prepare and format compliance, legal and management reports and any other administrative services that may be assigned.

Requirements for Appointment

For appointment to this grade, an officer must have: -

• served in the grade of Office Administrator or in a comparable position for a minimum period of three (3) years;
• Bachelors Degree in Secretarial Studies or Bachelor of Business and Office Management from a recognised institution

OR

• Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies/Paralegal Studies from a recognised Institution
• Certificate in Supervisory Skills lasting not less than two (2) weeks from a recognized institution;
• Demonstrated proficiency in computer use and applications; and
• Demonstrated professional competence as reflected in work performance and results