Grade: KS 6,
Ministry /Corporation: Kenya Bureau of
Standards,
Directorate/ Division: Directorate,
Department: Managing Director’s
Office,
Section / Unit: Managing
Director’s Office,
Location / Workstation: KEBS Head Office Popo
Road off Mombasa Road,
Reporting Relationships
Reports to: Managing
Director
Job Purpose
The job holder is
responsible for providing secretarial and administrative support in order to
ensure that services are provided in an effective and efficient manner and is
also responsible for providing senior level secretarial and clerical services
for the Managing Director
Key Responsibilities / Duties
/ Tasks
Managerial / Supervisory
Responsibilities
- Organizes, planning and prioritizes work in MD’s
(Managing Director) office
- Maintains the Managing Directors diary and ensures
he attends to it
- Supervises staff working in the MD’s office to
ensure smooth flow of activities
- Sets targets for the office and cascades to the
direct reports using the balanced scorecard
- Evaluates staff performance on a monthly quarterly
and annually using the BSC
Operational
Responsibilities / Tasks
- Processes information by compiling, categorizing
and verifying information
- Receives, sorts and disseminates correspondences,
reports, returns, circulars, publications and all kinds of information on
behalf of the MD.
- Communicates with persons within the organization,
customers, and members of the public, government and other external bodies
who have business with KEBS.
- Makes local and international travel arrangements
for the MD.
- Facilitates Board meetings by sending out notices
and making travel arrangements.
- Manages e-office
- Maintaining the calendar plan for scheduling and
fixing executive meetings
- Maintains office petty cash.
- Provides frontline customer services by receiving
visitors and directing them accordingly.
- Ensuring security of office records, documents and
equipment;
- Effective management of office protocol;
- Guiding and supervising office administrative
staff.
- Communicate relevant information discussed in
senior management to staff in the department and vice versa.
- Undertake any other duties of similar level and
responsibility as may be directed from time to time.
Job Dimensions:
Financial Responsibility:
- Maintains office petty cash.
Responsibility for Physical
Assets
- Provide oversight for all physical assets provided
by the institution
Decision Making:
- Plan the work of subordinates.
- Assign work to subordinates.
- Monitor subordinates work performance.
- Makes decisions using the operational standards.
Working Conditions:
- Works predominantly within the office.
Job Competencies
(Knowledge, Experience and Attributes / Skills).
Academic Qualifications
- High school KCSE (C-); KCE Division II (Minimum)
- Bachelor’s Degree in Secretarial Studies/Office
Management or
- Bachelor’s Degree in Business Management or other
relevant and equivalent qualifications with Diploma in
- Secretarial Studies from a recognized institution.
Professional Qualifications
/ Membership to professional bodies
- Proficiency in computer applications.
- Fulfilled the requirements of Chapter Six of the
Constitution.
Previous relevant work
experience required.
- Seven (7) years’ experience at least 3 years of
which should have been in an executive office;
Need to know: Attributes:
- Analytical skills.
- Computer packages proficiency.
- Office management principles.
- Administrative skills.
- Report writing and minute writing skills
- Logistics management.
- Record Management Skills
- Editorials skills
- Supervisory Course lasting not less than 2 weeks;
- Quality Management System Auditing skills;
- Communication skills
- Negotiation skills
- Public relations skills
- Time management.
- Stress management
- Confidentiality
- Integrity
- Sound work ethics
How
To Apply
Application letter,
Curriculum Vitae and copies of relevant certificates must be submitted online
via KEBS website under careers page: www.kebs.org on or before 21st September, 2020. Only short listed
candidates will be contacted. Canvassing will lead to automatic
disqualification. The applicants must comply with Chapter Six (6) of the
Constitution of Kenya.
It is important to note, after successfully uploading and submitting the application, the applicant will receive a system generated email notification that the job application details have been successfully submitted.
Persons with disabilities and female candidates are encouraged to apply. Only shortlisted candidates will be contacted.
It is important to note, after successfully uploading and submitting the application, the applicant will receive a system generated email notification that the job application details have been successfully submitted.
Persons with disabilities and female candidates are encouraged to apply. Only shortlisted candidates will be contacted.
Please ensure you have
the following documents at hand for the application process.
- ID & PIN Copies
- Cover Letter
- Curriculum Vitae
- Academic Certificates
- Professional Qualifications
- Professional Bodies’ Membership Certificates
- Constitutional Documents