Job Purpose

The job exists to provide secretarial and logistical support to the offices of the Directors and Deputy Directors and Head of Regional Offices to ensure smooth running of all

Key Responsibilities /Duties/Tasks

Managerial Responsibilities : Guide junior staff working in the Administrative;

Operational Responsibilities: 

• Recording information in shorthand and transcribing in typewritten form processing data and managing e-office;
• Operating office equipment;
• Ensuring security of office equipment, documents and records;
• Attending to visitors/clients;
• Handling telephone calls and appointments;
• Managing office petty cash;
• Ensuring good office layout; and
• Ensuring that all visitors are sanitized before they enter into the offices.

Job Dimensions:
Financial Responsibilities

• Responsible for procurement budget for the office administrative services approves procurement requisitions for office administrative services
• Responsibility for physical assets
• Computer and accessories
• Furniture (Assorted)
• Printers
• Photocopier
• Shredder
• Telephone set
• Wall clock
• Fridge
• Water dispenser
• Television set
• Decision making /Job Influence
• Operational decisions
• Financial decisions

Working Conditions

• The job holder will operate in an office setting with numerous visits to regional offices.
• Maintaining sensitive records.
• Minor accidents possible, such as cuts, bruises and strains
• Exposure to machines, fasteners cuts, dusty files and pins.

Job Competencies (Knowledge, Experience and Attributes/Skills

Academic qualifications

• Bachelor’s degree in Secretarial Studies or Bachelor of Business and Office Management or equivalent qualification from a recognized institution;
• OR
• Bachelor’s Degree in Social Sciences AND a Diploma in Secretarial Studies from a recognized institution;
• Professional Qualifications / Membership to professional bodies
• Membership to a relevant professional body and in good standing where applicable.

Previous Work Experience

• N/A

Functional skills Behavioral Competencies/Attributes

• Time management skills
• Interpersonal skills
• Management skills
• Customer care skills
• Computing Skills
• Analytical skills
• Negotiation skills
• Financial management skills
• Communication skills
• Supervisory skills
• Team player
• Organizational skills
• Shorthand and Typing skills