JOB GRADE –C2 (1 Post)
Job Purpose
The job holder is responsible for providing secretarial,
clerical and administrative support to the CEOs office so as to ensure services
are provided in an effective and efficient manner. He/she reports to the CEO by
providing senior level secretarial and clerical services.
Responsibilities
This position demands for pro-activeness and reliability in
handling priorities affecting the Authority, CEO, Heads of departments and high
profile external stakeholders. An officer at this level will be responsible to
the Chief Executive Officer for the following duties and responsibilities:
- Draft
and type routine letters and other office correspondences, editing reports
and arrange for outgoing mail and packages dispatch.
- Handle
highly confidential documents.
- Prepare
in consultative with the Executive for Board Meetings and prepare agenda
documents and all administrative issues in regard to a Board meeting or
Board Committee Meetings.
- Record
dictation in shorthand and transcribing (Shorthand typist)/typing
dictations directly (Audio typist).
- Type
from drafts, manuscripts or recording from dictation machines and
Processing data
- Operate
office equipment.
- Attend
to visitors/Clients and providing quality customer service.
- Schedule
meetings and arrange conference rooms.
- Manage
travel arrangements for the executives and schedule.
- Handle
information requests.
- Prepare
confidential and sensitive documents and their safe custody.
- Coordinate
office management activities by managing the day-to-day operations of the
office
- Determine
matters of top priority and handle accordingly.
- Prepare
agenda for meetings.
- Prepare
Annual Departmental Procurement Plan
- Maintain
/ ensure office procedures (SOPs) are followed
- Receive
and relay telephone messages.
- Direct
the general public to the appropriate staff member.
- Maintain
hard copy and electronic filing system and ensuring security of office
records, documents including clarified materials.
- Receive
letters, emails and any other documents on behalf of the Executive.
- Planning
and scheduling meetings and appointments.
- Effective
management of office protocol and media issues.
- Working
together with the Corporate and Communication Department in planning
workshops, conference and events that take place from time to time.
- Handle
unique office responsibilities, situations that may arise from time to
time.
Qualifications
For appointment to this grade, an officer must have:
- A
Bachelor’s degree in Business Administration and a Higher Diploma in
Secretarial Studies from Kenya National Examinations Council or equivalent
qualifications from a recognized institution
- Served
in the grade of Senior Secretary Grade C1 or comparable and relevant
position in public service/Private sector for a minimum period of five (5)
years;
- Attended
Executive course from Kenya School of Government or any other Government
training institution
- KCSE
Certificate, mean Grade Cv. Certificate in Computer Applications.
Key competencies and skills
- High
integrity level
- Communication
Skills (oral and written)
- Interpersonal
Skills
- Well
Groomed
- Ability
to work under pressure
How To Apply
If you believe you meet the criteria for the position above,
please submit your application including copies of your academic and
professional certificates, testimonials and a detailed Curriculum Vitae, email
and telephone contacts of three (3) referees in sealed envelope clearly marked
with job title to the or send by email to the address below on or before 23rd
December 2019 to:
Chief Executive Officer
National Biosafety Authority
Pest control Products Board (PCPB) building Loresho- Off
Waiyaki way
P.O Box 28251 – 00100 – NAIROBI
Email: info@biosafetykenya.go.ke
NBA is an equal opportunity employer; women and persons with
disability are encouraged to apply. Only shortlisted candidates will be
contacted and they will be required to present valid clearance certificates as
stipulated in Chapter Six of the Constitution.