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Executive Secretary Job in Kenya

Executive Secretary (1post)
IR 9
Ref: KIRDI/HR/EC/03/17
Support the function of the office of the Director/Chief Executive Officer and Top Management of KIRDI by facilitating the smooth flow of work and information from and by the office of the Director, between stakeholders, government agencies and staff with a view to ensuring the mandate of KIRDI is achieved.

Responsibilities 

·         Ensure efficient and effective communication between the Director’s office, our parent Ministry, other government agencies and the general public
·         Prepare logistical support to host the many visitors and callers to Director’s office
·         Maintain etiquette and protocol in the Director’s office
·         Receive, read, analyse, sort, incoming mails, redirecting them and responding to the routine ones in the Director’s Office
·         Draft communication for Director’s signature
·         Follow up and coordinate with various government departments for approvals/action items correspondences
·         Prepare office budget for smooth running of the Director’s office
·         Plan and organize meetings, take down minutes and circulate the same
·         Ensure harmony/effectiveness in operations between the Director’s office and all the other functions of the Institute
·         Maintain Director’s diary/calendar of activities and manage the schedule of meeting for the office.
·         Handle Director’s office petty cash float and reconciliation of the same
·         Keep real-time stocks for the Director’s office on all office consumables and ensure replenishment
·         Manage and facilitate effective information flow to and from the Directors office – both internally and externally.
·         Follow-up on action tasks for the Director by other departments
·         Allocate and supervise duties to the senior support staff to ensure smooth running of the Director’s office
·         Assign duties to the Director’s driver to ensure Director is punctual for meetings and other important assignments
·         Maintain proper and effective filing system for security of correspondence and quick retrieval
·         Handle customer enquiries – physical, telephone and emails in line with the service charter for enhanced customer service leading to customer satisfaction

Qualifications

·         Bachelor’s degree in Secretarial Studies, Business Administration/Social Sciences from a recognized Institution
·         Stage III (KNEC) in Secretarial Studies (Diploma Equivalent)
·         Must have attended an Executive Secretarial Management Course from a recognized institution
·         Minimum Level of academic/professional qualifications required to perform effectively in the role
·         Professional competence in management of secretarial/administration services
·         Communication and Interpersonal skills
·         High level of organizational skills and supervisory skills
·         Problem solving skills
·         Self-drive and initiative skills
·         Team building skills
·         High levels of intuition and Integrity
·         Compliance with Chapter 6 of the Constitution
·         Served as a Senior Personal Secretary for a Minimum period of 10 years, three (3) of which much be at the level of Executive Office.
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

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