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Office Secretary Job in Kenya

Office Secretary

VACANCY NO: 11/2021

The secretary will be responsible for providing secretarial support to the Project Coordinator and other PMCU Technical staff. The workstation will be at PMCU Nakuru.

He/she will sign a six (6) year Contract of Employment with the initial six months on probation. The contract will remain in force but renewable annually based on satisfactory annual performance. He/she will be answerable to the Administrative Assistant for the following duties and responsibilities:

  • Typing standard letters and composing the content of letters on routine matters as directed by the Administrative Assistant or the Programme Coordinator;
  • Combining material from several sources to produce word-processed reports in an established format using some discretion in final presentation;
  • Screening telephone calls, answering routine questions, taking accurate messages and referring the caller to an appropriate alternative source;
  • Receiving visitors and may be required to establish their requirements and check the availability of the required staff member where no appointment has been made;
  • Maintaining the diary, arranging appointments, meetings, travel and accommodation as specified by the Administrative Assistant or Programme Coordinator;
  • Undertake routine administrative duties as delegated by the Administrative Assistant or Programme Coordinator;
  • Maintaining strict confidentiality in all duties and establishing reliable filing and record systems;
  • Maintain a full understanding of the functionality of PC word processing software and excel, and
  • Any other official duty as may be assigned by the Administrative Assistant or Programme Coordinator

Qualifications and other requirements:

Minimum Requirements:

  • A mean grade C- with a minimum grade C- in English or equivalent;
  • Must have Higher National Diploma or equivalent in secretarial management
  • Appropriate secretarial training;
  • Typing speed 50 words per minute;
  • Shorthand 100 wpm/ 120wpm;
  • Office Practice II;
  • Office Management III;
  • Business English III;
  • Secretarial Duties II;
  • Should have a certificate in computer applications (Ms Word, Excel, E-mail, PowerPoint, Access etc);
  • At least five (5) years work experience in a busy organization;
  • At least four (4) years of work experience in donor-funded projects will be an added advantage
  • Must meet the requirements of chapter SIX (6) of the Constitution of Kenya, 2010

Other Requirements:

  • Ability to work under pressure and meet strict deadlines and work with minimum supervision and sometimes work outside normal working hours;
  • Ability to work and interact with people from diverse, professional, social and cultural backgrounds; 

How To Apply

Interested applicants who meet the qualification requirements should send their applications along with copies of their academic and professional certificates, testimonials and detailed Curriculum Vitae. They must also state their present employer, current position and names and addresses of two referees and daytime telephone and email contacts. Only short-listed candidates will be contacted.

Applications should be clearly marked quoting the reference number of the position applied for on the letter and envelope and addressed to :

The Principal Secretary
State Department for Livestock,
Kilimo House, Cathedral Road,
P. O. Box 34188-00100,
Nairobi, Kenya

To reach on or before 9th March 2022 at 17:00 hours local time

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