[New post] National Crime Research Centre – Personal Secretary II.
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Develop correspondences, reports, statements, returns and handling departmental files so as to communicate information on various operational activities through internal memos and circulars on time to facilitate communication flow at the Centre.
(a) Duties and Responsibilities
No. Responsibilities Tasks/Duties
Technical (i) Facilitate the smooth flow of visitors and clients.
(ii) Facilitate communication in and out of the Centre.
(iii) Liaise with the security personnel to ensure that visitors and clients are screened.
(iv) Produce and printing of records and documents to communicate information to employees on the
Centre's activities to enhance smooth flow of information at the Centre.
(v) Receiving incoming and outgoing telephone calls so as to receive and record messages to transfer to
the rightful officers to facilitate smooth flow of information.
(vi) Ensure general maintenance of office services through provision of tea and other refreshments
to offer hospitality to Centre's staff to make them comfortable at the Centre.
(vii) Operating office machines such as photocopying machines, computers and ensure that they are maintained in liaison with the officer concerned.
(viii) Management of front office through customer care and public relations for smooth coordination
effective handling of incoming and outgoing emails at the office
(ix) Receives correspondence, documents, returns any other documents for signature or endorsement on
behalf of the Senior Manager.
(x) Ensure that all records, equipment and furniture are secure, directs visitors, callers and correspondence to the officers concerned.
(xi) Office organization and management making the necessary arrangements for meetings.
Stakeholder engagement - Supervise other officers such as messengers and drivers in the Directors office
Financial Management - Manage and control Petty Cash expenditure
through running of the Office Imprest
4 Human resource management and development
- Mentor and couch new secretarial staff
Strategic Planning - Participate in the development of the section
Strategic and Work Plans
Performance Management - Agree on performance targets
- Development of individual work plan
- Fill PAS Forms
- Submit quarterly reports
- Provide supporting evidence for end year evaluation achievements.
Communication and Report Writing Keep proper records
Governance Maintain confidentiality
(b) Requirements for Appointment (Knowledge, Skills and Abilities)
(i) Level of Education/Academic Qualifications and other requirements
Diploma in Secretarial Studies.
Certificate of proficiency in computer studies and applications from recognized
institutions
Certificate of competence in Word Processing (Ms Word, Word Perfect) and
Spreadsheet (Ms Excel, Lotus) from a recognized institution
(ii) Professional Qualifications
a) Business English III
b) Secretarial Duties II
c) Commerce II
d) Office Practice II
e) Typewriting( 50 wpm)
f) Shorthand(90 wpm) Minimum
(iii) Technical Competencies
a) Computer literacy
b) Short hand
c) Customer care
d) Business writing
e) Office organization skills
f) Planning
iv)(Common Competencies
- Written and oral communication skills
- Customer Care and Public Relations skills
(v)Personal Qualities
- Interpersonal skills
- Organizational skills
- Supervisory skills
- Good Etiquette
- Honesty and integrity
(vii) Minimum Relevant Experience
Must have served for 3 years as a personal secretary III or its equivalent from a reputable institution.
The application should to reach the Centre not later than 5.00 pm on Friday, 18th February, 2022.
Shortlisted candidates will be required to provide the following during the Interview: Current Police Clearance Certificate, Higher Education Loans Board Compliance Certificate, KRA Tax Compliance Certificate, Credit Reference Bureau Clearance Certificate, Ethics and Anti- Corruption Commission clearance.
Please note that only shortlisted candidates will be contacted. Any form of canvassing will lead to automatic disqualification.
DIRECTOR/CEO
NATIONAL CRIME RESEARCH CENTRE
People living with disability are encouraged to apply
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