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Secretary Job in Kenya

Pharmaken Ltd a leading importer, marketer and distributor of pharmaceutical products, dental materials and equipment, infection control, surgical and disposables, is seeking for suitable candidates to fill the following exciting positions to strengthen sales team in line with the business strategy, in branch net works across the country:


General Purpose: Taking notes and dictation; preparing drafts; maintaining diary; greeting, welcoming visitors and answering calls; managing material and
stock management; correspondences, communication and maintaining archives; organizing office activities and events; project coordination; troubleshooting; scheduling and arranging meetings; travel and accommodation arrangements.

Summary of duties and responsibilities:

Shall include but not limited to:
  • Composes and types routine letters, memorandums, reports, minutes of meetings.
  • Receives and screens visitors and telephone calls, takes messages, schedules appointments and provides information to callers.
  • Schedules and arranges meetings and conferences, notifies interested parties and assembles related necessary materials; makes travel reservations as needed.
  • Updates management on status of issues before scheduled meetings.
  • Establishes and maintains office files, control records, or other information concerning assigned or related work.
  • Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence.
  • Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
  • Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for operations.
  • Reviews and evaluates applications, contracts, and prepares tenders or other documents to determine if prescribed requirements are met for acceptance.
  • Maintains confidentiality of documents and information received.
  • Keeps informed of office details and advises management of problems.
  • Determines needs and orders office supplies, equipment, repair and maintenance services .
  • Operates standard office equipment.
  • Gathers data or performs research on special subjects or projects.
  • Carries out telemarketing activities and functions.
  • Performs related work as assigned.

Minimum Requirements
  • A Diploma in Secretarial Studies with Computer software programs.
  • Diploma in Business Management and experience in preparing tenders will be an added advantage.
  • At least 2 years experience, same capacity, in a busy commercial company.
  • MS Office proficiency.

Key Competencies
  • Interpersonal and business communication skills;
  • computer skills;
  • presentable personality;
  • pleasant disposition;
  • ability to determine priorities;
  • multitasking abilities;
  • persuasive ability;
  • planning and organizing skills;
  • problem-analysis and problem solving skills;
  • judgment and decision-making skills;
  • negotiation skills;
  • presentation skills;
  • adaptability; integrity.

If you believe you meet the above requirements, please send your application together with a comprehensive Curriculum Vitae, indicating your qualifications, present position, contact and names of 3 Referees.

Applications to be sent via email to: (  so as to be received not later than 20th September 2013.

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