Job Description

Department Of Education

Designation : EXECUTIVE ASSISTANT (Code- EDU25-01464)

Job Description / Responsibilities:

1. PRINCIPLE ACCOUNTABILITIES

1.1 Support the office of the Assistant Secretary to provide efficient service by carrying out the office administrative matters and secretarial responsibilities.

1.2 Register and distribute incoming and outgoing correspondence to officers within the division to take deal action.

1.3 Maintain an accurate filing system by sorting and filing correspondence in the manual filing system and maintain an electronic record of incoming and outgoing correspondence.

1.4 Arrange meetings requested by the Assistant Secretary and distribute promptly minutes of meetings by booking meeting venues, notify participants of meetings and take minutes of meetings.

1.5 Ensure telephones calls are screened before forwarding to the Assistant Secretary.

1.6 Maintain electronic calendar and appointment register to advise the Assistant Secretary of appointments and meetings.

1.7 Ensure visitors who want to see Assistant Secretary are assisted by allowing them to wait at the waiting area before seeing the Assistant secretary.

1.8 Provide sound advice on secretarial matters relating to the office of the Assistant Secretary by attending to office procedures, official visitors and screening telephone calls as directed

1.9 Follow up and advice on outstanding secretarial matters related to the office of the Assistant Secretary.

1.10 Monitor and take queries from clients and refer them to the officers.

1.11 Incorporate Gender Equity and Social Inclusion Principles and values of Honesty, Integrity, Accountability, Respect, Wisdom and responsibility in programs, activities and initiatives to foster positive work ethics.

2. QUALIFICATIONS, EXPERIENCES, KNOWLEDGE AND SKILLS

2.1 Qualification:

  • Grade.12 qualification with a stenography and basic secretarial certificate.
  • Diploma in office administration or relevant will be an advantage.

2.2 Experience:

  • 3 – 5 years’ experience as a stenographer or secretary.
  • Further, office administration experience is preferable.

2.3 Knowledge:

  • Computer literate
  • Sound knowledge of office procedures.
  • Sound knowledge office administrative principle and practices.
  • Knowledge of customer service practices.

2.4 Skills:

  • Typing skills; a typing speed of 60 words per minute.
  • Computer literate in MS Word, Excel and Power Point.
  • Ability to provide courteous customer service.
  • Excellent communication skills (oral & written).
  • Discretion and sensitivity.

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K26,081 – K31,877

Job Location:

HEAD OFFICE

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