Designation : EXECUTIVE ASSISTANT (Code- EDU23-00239)
1. PRINCIPLE ACCOUNTABILITIES
1.1 Ensure the First Assistant Secretary’s office is managed efficiently by;
1.1.1 Keeping the appointments and meetings books updated.
1.1.2 Organizing meetings, conferences and functions as required
1.1.3 Ensuring that all incoming and outgoing mails and correspondences are registered.
1.1.4 Coordinating the filing system.
1.2 Provide excellent secretarial duties to the First Assistant Secretary by;
1.2.1 Taking dictations from Dictaphones and transcribe.
1.2.2 Answering correspondences from notes.
1.2.3 Drafting letters/circulars for First Assistant Secretary’s signature as directed by the First Assistant Secretary.
1.2.4 Doing research and providing written information as required by the First Assistant Secretary.
1.3 Follow-up and provide sound advice on outstanding secretarial matters related to the office of the First Assistant Secretary by;
1.3.1 Taking queries from clients and referring them to the appropriate branches.
1.3.2 Attending to all official visitors.
1.3.3 Screening all incoming telephone calls and attending to all outgoing telephone calls as directed by the First Assistant Secretary.
1.4 Maintain the highly confidentiality of the office of the Assistant Secretary by working closely with the Division’s Branch heads.
1.5 Provide relief assistance to work area when required on own initiative.
2. QUALIFICATIONS, KNOWLEDGE, SKILLS, WORK EXPERIENCE
2.1.1 Grade 12 level of Education and Certificate in Basic Secretarial Studies and Computing.
2.1.2 Diploma in Office Administration or Management is preferable.
2.2.1 Have some knowledge of the Public Service Management Act and Public Service General Orders.
2.2.2 Knowledge about the education system.
2.2.3 Office Procedures and Protocol.
2.2.4 Excellent secretarial duties and responsibilities.
2.3.1 Basic Administrative skills.
2.3.2 Public Relations skills.
2.3.3 Communication skills, both oral and written.
2.3.4 Customer service skills and ability to provide courteous client services.
2.3.5 Very good communication and public relation skills.
2.3.6 Typing skills and Computer literate.
2.4 Work Experience
2.4.1 3 – 5 years’ experience as an Executive Assistant in a large organization.
K27,165 – K33,201