Designation : ADMIN OFFICER- RECORDS (Code- EDU23-00889)
1.1 Ensure effective operation of the section by developing work plans through determining work volume and assigning staff.
1.2 Monitor and liaise with Assistant Secretary – Logistics and Senior Fleet Management officer for the prompt collection and distribution of mails and correspondence to and from department and from Post offices/DHL/TNT are recorded.
1.3 Ensure security and confidentiality of registered mails and confidential correspondence are protected by maintaining proper record keeping system.
1.4 Maintain accurate file folders containing correspondence and all closed files are delivered promptly to the Archives office by ensuring all correspondence for filing are sorted, accurately marked and placed in the designated folders.
1.5 Ensure that the file index is updated and divisions are advised of any changes.
1.6 Contribute to ensure the branch maintain service delivery by assigning subordinates to assisting in carrying out other duties.
1.7 Prepare and provide a database records for all files and documents and report to superiors when needed.
1.8 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 is a Diploma or higher;
2.1.2 Diploma in Office Administration, Management, Finance or Accounting.
2.2.1 Knowledge of the file management procedures.
2.2.2 Knowledge of procedures pertaining to receiving and dispatching of mail.
2.3.1 Filing skills
2.3.2 Excellent communication skills, both oral and written.
2.3.3 Analytical Skills
2.3.4 Computer literate; in Microsoft word and excel.
2.3.5 Skills in effectively motivating, and leading team to complete work area goals.
2.3.6 Public relations skills
2.3.7 Good work Ethical Skills.
2.4 Work Experience
2.4.1 More than 3 years’ experience in administration operations.
2.4.2 Related experience in operational duties.
K30,457 – K37,225