Secretary III

Duties and Responsibilities

• Record dictation in shorthand and transcribe it into a written comprehensive form.
• Type from drafts and manuscripts as required to ensure timely communication of information.
• Handle incoming and outgoing telephone calls to ensure timely communication is passed on to the relevant office.
• Operate office equipment in printing and photocopying documents to provide administrative assistance to the institution.
• Prepare responses to simple routine correspondence promptly.
• Assist the head of department in the preparation of presentation materials and other documentation for internal and external circulation.
• Organise administration records and correspondence to ensure easy accessibility to the documentation/information whenever required.
• Classify documents and materials to ensure security and confidentiality of office records.
• Receive and attend to visitors and clients professionally and courteously and direct them to the respective offices.
• Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment.
• Maintain an efficient, smooth and easily accessible filing system to ensure required documents are traced in an efficient manner.

Key Qualifications & Requirements

• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or its equivalent from a recognized Institution, or:
  • Typewriting III (50 w.p.m.) / Computerized Document Processing III
  • Shorthand III (100 w.p.m.) or Audio typing III
  • Business English III / Communications II
  • Office Management III
  • Secretarial Duties II
  • Commerce II
• Certificate in computer applications.

Chapter Six Requirements

Successful candidates will be expected to fulfill the requirements of Chapter Six of the Constitution of Kenya by providing the following documents:

• Certificate of Good Conduct
• Tax Compliance Certificate
• HELB Clearance
• Clearance from EACC
• Clearance from a recognized Credit Reference Bureau (CRB)