DUTIES AND RESPONSIBILITIES

1. Coordinating the implementation of office administrative service cadre policies, procedures in consultation with ODPP Management;
2. Receiving, recording and dispatching confidential mails and files received from investigative agencies and administration departments;
3. Coordination of schedule of meetings in the office to enhance efficiency in service delivery
4. Updating the office diaries, appointments & travel itineraries;
5. Administering the security of office records and equipment;
6. Monitoring the procedures for record keeping of correspondence and file movements;
7. Managing office equipment in the delivery of office services;
8. Recording dictation and shorthand and transcribing it in type-written form in High-level meetings;
9. Responding to routine correspondences for effective and efficient communications in the ODPP;
10. Handling telephone calls, diaries, and appointments;
11. Coaching, mentoring, and guiding office administrative service personnel working under them;
12. Participating in the implementation of protocol guidelines;
13. Safeguarding the image of the ODPP through provision of policies and procedures that ensure high-quality customer service to all stakeholders;
14. Managing e-office to ensure continuity of service delivery and quality work in the Office; and
15. Cross-referencing correspondences.

REQUIREMENTS FOR APPOINTMENT

For appointment to this grade, a candidate must have: i) Served in the grade of Executive Secretary/Senior Office Administrator DPP 7 or in a comparable and relevant position in the wider Public Service; ii) Bachelor’s Degree in Secretarial Studies/Social Science/Business Office Management or its equivalent from a recognized institution; iii) The following qualifications from the Kenya National Examinations Council:

• Typewriting III 50wpm;
• Shorthand III (120) wpm;
• Business English III / Communication II;
• Commerce II;
• Office Management III / Office Administration and Management III; and
• Secretarial Duties II.

OR

Higher diploma in secretarial studies from the KNEC or equivalent from a recognized institution; iv) Certificate in Computer applications; v) Certificate in Secretarial Management Course; vi) Membership of Kenya National Secretaries Association; vii) Demonstrated merit and ability as reflected in work performance and results; and viii) Meet the requirements of Chapter Six (6) of the Constitution of Kenya 2010; Integrity, Leadership, Honesty, Accountability, and Discipline in the service to people.

Benefits:
House Allowance: Kshs. 35,ooo (Nairobi), Kshs. 25,5oo (Mombasa, Kisumu,
Nakuru, Nyeri, Eldoret, Thika, Kisii, Kitale, Malindi), Kshs.
18,ooo (Other Former Municipalities), Kshs. 15,4oo (Other
Areas)
Commuter Allowance: Kshs 8000p.m
Leave Allowance: Kshs 6000p.m
Medical Insurance Cover: As covered by the medical Insurance Cover for ODPP staff
Group Life Insurance Cover: As covered by the Group Life Insurance Cover for ODPP staff
Car loan: Up to Kshs 1.5 million
Mortgage Scheme: Up to Kshs 10 million