Duties and Responsibilities:
An officer at this level may be deployed to work at any of the Departments at the Headquarters or Regional Offices under the guidance of a senior officer. Specifically, duties and responsibilities will include:
- Interpreting and implementing office administrative service cadre policies, procedures in consultation with the ODPP Management.
- Ensuring smooth communication and coordination of activities within the ODPP and with stakeholders to ensure a strong positive image.
- Receiving, recording, and dispatching mails and files received from investigative agencies, technical and administration departments.
- Organizing meetings in the office to enhance efficiency in service delivery.
- Updating the office diaries, appointments & travel itineraries.
- Ensuring the security of office records and equipment and limiting access to unauthorized persons.
- Maintaining an efficient, smooth, and easily accessible filing system at the HQ, Regional, county, and sub-county office to ensure effective and efficient record management in ODPP.
- Attending to visitors and clients in line with the set protocol to ensure the office presents a positive image of ODPP.
- Managing office equipment in the delivery of office services and ensuring proper reporting of any repairs needed to enhance.
- Implementation of office administrative service cadre policies, procedures in consultation with ODPP Management.
- Coaching, mentoring, and counseling office administrative service personnel working under them.
- Safeguarding the image of the ODPP through provision of policies and procedures that ensure high quality customer service to all stakeholders.
- Cross-referencing correspondence.
- Recording dictation and shorthand and transcribing it in typewritten form in meetings to ensure proper records in ODPP.
- Handling telephone calls, diaries, and appointments.
Requirements for Appointment:
- Served in the grade of Senior Personal Secretary, DPP 8, or a comparable and relevant position in the public Service for a minimum period of two years.
- A Bachelor’s degree in Social Sciences, secretarial studies, Business and office management, and any other relevant qualifications from a recognized institution, OR the specified qualifications from the Kenya National Examinations Council.
- Higher Diploma in Secretarial Studies from the Kenya National Examination Council or equivalent qualifications from a recognized institution.
- Attended Secretarial Management Course from the Kenya Institute of Administration or any other Government Training Institute lasting not less than three (3) weeks from a recognized institution.
- A Certificate in Computer Applications (Windows, Ms-Word, Ms-Excel, Ms- Access, and Internet) from a recognized institution.
- Meet the requirements of Chapter Six (6) of the Constitution of Kenya 2010: Integrity, Leadership, Honesty, Accountability, and Discipline in the service to people.
