Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
Role Overview
This position is responsible for the provision of office administrative services to various departments within the institute. The Secretary plays a vital role in ensuring smooth office operations, professional communication, and efficient record management.
Key Responsibilities
Communication Management: Handle incoming and outgoing telephone calls to ensure timely communication is passed on to the relevant office.
Office Operations: Operate office equipment (printing and photocopying) to provide administrative assistance to the institution.
Correspondence: Prepare responses to simple routine correspondences in a timely manner.
Records Management: Organize administration records and correspondences to ensure easy accessibility to documentation/information whenever required.
Confidentiality & Security: Classify documents and materials to ensure security and confidentiality of office records.
Client Relations: Receive and attend to visitors and clients in a professional and courteous manner and direct them to the respective offices.
Environment Maintenance: Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment.
Filing Systems: Maintain an efficient, smooth, and easily accessible filing system to ensure required documents are traced efficiently.
Requirements and Qualifications
Experience: A minimum of three (3) years of relevant professional experience.
Technical Skills: Proficiency in Computer Literacy.
Professional Certifications: Must have passed Kenya National Examination Council (KNEC) exams in the following subjects:
Shorthand III
Typewriting III
Business English III
Office Practice II
Commerce II
Secretarial II
Alternative Education: A Higher Diploma in Secretarial Studies is also acceptable.
How to Apply
Interested applicants should send a confidential cover letter quoting the relevant vacancy Number and Post, enclosing an updated curriculum vitae, copies of academic and Professional Certificates, and a National Identification Card to:
THE CHIEF PRINCIPAL/SECRETARY GOVERNING COUNCIL BUMBE NATIONAL POLYTECHNIC P.O. Box 440-50406 FUNYULA