Designation : EXECUTIVE ASSISTANT (Code- EDU23-00772)
1.1 Ensure the First Assistant Secretary for Procurement & Logistics’ office is managed efficiently by keeping the Appointments and Meetings book updated and the filing systems.
1.2 Maintain electronic calendar and appointment register to advise the First Assistant Secretary of appointments and meetings regularly.
1.3 Ensure the visitors’ appointment to see the First Assistant Secretary is assisted by seating them at the waiting area and asking them to see the First Assistant Secretary when ready.
1.4 Monitor and ensure that all incoming and outgoing mail and correspondence are registered.
1.5 Keep records of Assistant Secretary’s correspondences.
1.6 Provide excellent secretarial services by:
1.6.1 Taking shorthand notes and transcribe with due regard to layout and work presentation.
1.6.2 Do fact-finding and provide written information to the supervisor.
1.7 Draft letters/circulars for First Assistant Secretary’s signature when required or directed.
1.8 Monitor and take queries from clients and refer them to the appropriate branches.
1.9 Provide sound advice on secretarial matters relating to the office of the First Assistant Secretary by attending to office procedures, official visitors and screening telephone calls as directed.
1.10 Follow up and advice on outstanding secretarial matters related to the office of the First Assistant Secretary.
1.11 Provide relief assistance to work area when required and on own initiative.
1.12 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 AND SKILLS
2.1.1 The minimum entry requirement for this position is a Grade.12 certificate or higher;
2.1.2 Grade 12 with Basic Secretarial and Computing Certificate.
2.1.3 Further training in Office administration or relevant is preferable.
2.2.1 Knowledge of office procedures
2.2.2 Knowledge of office administration.
2.2.3 Knowledge of customer service practices.
2.3.1 Stenographic and typing speed of 60 words per minute.
2.3.2 Computer literate in MS Word, Excel and Power Point.
2.3.3 Ability to provide courteous customer service.
2.3.4 Excellent communication skills (oral & written).
2.3.5 Discretion and sensitivity.
2.4 Work Experience
2.4.1 3 – 5 years of extensive experience in position of Executive Assistant to Senior Executive in a large organization.
K27,165 – K33,201