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