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
Kenya Industrial Research and Development Institute
P.O BOX 30650- 00100
Nairobi