Executive Secretary Grade 12 at The Open University of Kenya

Duties And Responsibilities 

The duties and responsibilities shall include but are not limited to:

• Provide personal administrative support through conducting and organizing administrative duties and activities including receiving and handling information and visitors.
• Draft and type letters, memoranda, notice of meetings, circulars to respond/inform/communicate to both internal and external customers.
• Manage office diary by marking and updating important office dates and appointments to avoid clash of events.
• Provide an initial contact point for all clients by giving first line information for customer’s satisfaction in accordance with the office service charter.
• Manage proper keeping of records/documents by maintaining a good filing system for ease of records access.
• Organize travel arrangements through hotel booking, flights and excursions to meet appointment deadlines.
• Control and manage office expenses by replenishing the office petty cash float to curb wastage of resources.
• Order and control office stationery by use of stock bin cards to ensure order levels are observed for the smooth running of the office.
• Secure and ensure timely servicing of office machines and equipment in the office through routine maintenance by service providers.
• Maintain office cleanliness to ensure a conducive work environment for the University clients.

Requirements For Appointment

For appointment to this grade, one MUST have:

• A Master’s Degree in Secretarial Studies, Office Management, Human Resource Management, Business Administration, any other relevant qualification from an accredited institution of learning; or Higher national diploma in secretarial studies with nine (9) years of experience in a similar executive position. 
• A Bachelor's Degree in Secretarial Studies, Bachelor of Office Management, Bachelor of Commerce (HRM), Bachelor of Business Management (Business Administration) or any other relevant qualification from an accredited institution of learning.
• Single and group certificates offered by KNEC or an equivalent certificate from a recognized examining body.
• Three (3) years relevant working experience as Principal Office Administrator Grade 7 or comparable.
• Demonstrated leadership skills and management of staff at University level or comparable institution.
• Computer proficiency and conversant with the use of ERP systems.