Job Purpose

The job holder is responsible for supporting the department assigned for provision of administrative services

Job Specifications

Duties and responsibilities at this level will entail:

maintaining office diary and protocol management;
recording dictation in shorthand and transcribing it in typewritten form typing from drafts, manuscripts or recording from dictation machines;
processing data;
operating office equipment;
ensuring good office layout;
attending to visitors/clients;
handling telephone calls;
ensuring security of office records, equipment and documents, including classified materials; and
preparing responses to simple routine correspondence.
planning and scheduling of meetings;
preparing and responding to routine correspondences;
management of e-office;
management of office protocol; and
managing office petty cash;



Person Specifications

For appointment to this grade, a candidate must have:

The following qualifications from the Kenya National Examinations Council:

Typewriting III (50 w.p.m.)/Computerized Document Processing III
Shorthand II (80 w.p.m.)
Business English III/Communications II
Office Practice II
Secretarial Duties II
Commerce II
Office Management III/Office Administration and Management III


OR Diploma/Higher Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or its equivalent qualification from a recognized institution;
Membership from Kenya National Secretaries Association or any other recognized body.
Proficiency in computer applications.
Fulfilled the requirements of Chapter Six of the Constitution;



Key Competencies and Skills

Proficiency Microsoft Office application
Aligning Performance for Success
People Management
Policy formulation and Implementation
Planning and Coordination
Strategy formulation and execution
Change Management skills
Problem solving skills
Leadership skills
IT skills
Leadership skills
Communication skills
Self driven
Negotiation skills
High Integrity
Interpersonal skills
Ability to work under pressure