Secretary III

Job Description & Overview Duties and responsibilities at this level will entail: Record dictation in shorthand and transcribe it into a written comprehensive form Type from drafts and manuscripts as required to ensure timely communication of information Handle incoming and outgoing telephone calls to ensure timely communication is passed on to the relevant office Operate office equipment in printing and photocopying documents to provide administrative assistance to the institution Prepare responses to simple routine correspondence promptly Assist the head of department in the preparation of presentation materials and other documentation for internal and external circulation Organise administration records and correspondence to ensure easy accessibility to the documentation/ information whenever required Classify documents and materials to ensure security and confidentiality of office records Receive and attend to visitors and clients professionally and courteously and direct them to the respective offices Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment Maintain an efficient, smooth and easily accessible filing system to ensure required documents are traced in an efficient manner Successful candidates will be expected to fulfil the requirements of Chapter Six by providing the following documents. Certificate of good conduct Tax compliance certificate HELB clearance Clearance from EACC Clearance from a recognized Credit Reference Bureau (CRB) Key Qualifications & Requirements Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or its equivalent from a recognized Institution or Typewriting III (50 w.p.m.)/ Computerized Document Processing III Shorthand III (100 w.p.m.) or Audio typing III Business English III/Communications II Office Management III Secretarial Duties II Commerce II Certificate in computer applications

• Record dictation in shorthand and transcribe it into a written comprehensive form • Type from drafts and manuscripts as required to ensure timely communication of information • Handle incoming and outgoing telephone calls to ensure timely communication is passed on to the relevant office • Operate office equipment in printing and photocopying documents to provide administrative assistance to the institution • Prepare responses to simple routine correspondence promptly • Assist the head of department in the preparation of presentation materials and other documentation for internal and external circulation • Organise administration records and correspondence to ensure easy accessibility to the documentation/ information whenever required • Classify documents and materials to ensure security and confidentiality of office records • Receive and attend to visitors and clients professionally and courteously and direct them to the respective offices • Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment • Maintain an efficient, smooth and easily accessible filing system to ensure required documents are traced in an efficient manner • Certificate of good conduct • Tax compliance certificate • HELB clearance • Clearance from EACC