EXECUTIVE SECRETARY: DPP7

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  • Ksh92,277.00 - Ksh125,460.00 / Monthly Permanent
  • Posted 7 months ago
  • Apply Before: December 19, 2023
  • 0 Application(s)
  • View(s) 538
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Job Detail

  • Job ID 1003999
  • Career Level Executive
  • Experience 2 Years
  • Qualifications Degree Bachelor

Job Description

EXECUTIVE SECRETARY: DPP7

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:

  1. Interpreting and implementing office administrative service cadre policies, procedures in consultation with the ODPP Management.
  2. Ensuring smooth communication and coordination of activities within the ODPP and with stakeholders to ensure a strong positive image.
  3. Receiving, recording, and dispatching mails and files received from investigative agencies, technical and administration departments.
  4. Organizing meetings in the office to enhance efficiency in service delivery.
  5. Updating the office diaries, appointments & travel itineraries.
  6. Ensuring the security of office records and equipment and limiting access to unauthorized persons.
  7. 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.
  8. Attending to visitors and clients in line with the set protocol to ensure the office presents a positive image of ODPP.
  9. Managing office equipment in the delivery of office services and ensuring proper reporting of any repairs needed to enhance.
  10. Implementation of office administrative service cadre policies, procedures in consultation with ODPP Management.
  11. Coaching, mentoring, and counseling office administrative service personnel working under them.
  12. Safeguarding the image of the ODPP through provision of policies and procedures that ensure high quality customer service to all stakeholders.
  13. Cross-referencing correspondence.
  14. Recording dictation and shorthand and transcribing it in typewritten form in meetings to ensure proper records in ODPP.
  15. 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.

Required skills

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