Personal Secretary (3 posts)
IR7
Ref: KIRDI/HR/EC/04/17
Support the function of the Deputy Director/Assistant Director
by facilitating the flow of activities and information within the Department
and with other functions of the organization (KIRDI)
Responsibilities:
·
Allocate duties and supervise to
Support Staff deployed in the division to ensure smooth flow of activities
within the Division, the Department
·
Receive, sort, print, dispatch
physical and electronic correspondence to the respective officers for action
and feedback
·
Draft routine responses to various
correspondences and draft letters for the Assistant Director’s signature
·
Scan, photocopy and print various
documents for onward transmission to relevant officers for action.
·
Prepare PowerPoint presentations for
Assistant Director
·
Receive, make and redirect calls both
internal and external for effective and efficient communication
·
Make requisitions for office
consumables for daily use and for facilitation of meetings and ensure that
office requirements are provided for in good time
·
Receive, attend to and redirect
clients’ enquiries and complaints to relevant divisions for assistance and
complaint resolution
·
Maintain and manage the office diary
to enable smooth running of the divisional activities
·
Make local and overseas travel and
accommodation arrangement in liaison with procurement office to ensure that the
Assistant Director is not inconvenienced
·
Prepare notices and agenda for
divisional meetings and distribute in good time to participants to enable them
prepare adequately for the meeting thus ensuring effective meeting
·
Supervise and guide support staff
assigned to the office to ensure and maintain cleanliness at all times as well
as efficient movement of documents from the office to the respective officers
for action.
·
Manage office protocol and etiquette
so as to maintain proper procedures and common purpose of the division
·
Manage security and integrity of
documents and office information to ensure confidentiality in the organization.
Qualifications
·
Bachelor’s Degree in Secretarial Studies/Bachelors
of Business /office management/social science or equivalent from a recognized
institution.
·
Stage III (KNEC) in Secretarial
Studies (Diploma Equivalent)
·
Ability to work under pressure,
Supervisory skills, Problem solving skills.Compliance with Chapter 6 of the
Constitution
·
Served as a Personal Secretary for a
minimum period of three (3) years or a similar position in a recognized
institution
How to Apply
All applications quoting the Job Reference number should be sent
either in hard copy or in electronic form to dir@kirdi.go.ke attaching relevant testimonials
and academic certificates with at least three referees to the address below
before Tuesday 31st October 2017
The Director
Kenya Industrial Research and Development Institute
P.O BOX 30650- 00100
Nairobi
Kenya Industrial Research and Development Institute
P.O BOX 30650- 00100
Nairobi