Personal Assistant (3 Posts)

Reports to        :       Chairman, Secretary/CEO and Director Administration/Pool respectively

Job Category     :       Group N

 

Duties and responsibilities

  • Coordinating and booking of appointment of the County Public Service Board officials;
  • Providing assistance to the relevant offices in ensuring the overall efficiency of the functions;
  • Facilitating and coordinating meetings.
  • Assisting the relevant office in preparation of reports to the county government;
  • Keeping records of the relevant offices
  • Supervision of support staff;
  • Devising and maintaining office systems, including data management and filing;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Any other duties as may be assigned.

Required Academic and Professional Qualifications

  • Be a Kenyan Citizen
  • Be a holder of a Diploma in Social Sciences or Office Management/Secretarial Studies.
  • A Bachelor’s Degree in Social Sciences or Office Management is preferable.
  • Be conversant with various computer applications
  • Have knowledge, experience and distinguished career of not less than 5 years in office administration/management/co-ordination or liaison activities.
  • Ability to research, digest, analyze and present material clearly and concisely;
  • Satisfy the Requirements of Chapter Six of the Constitution.
  • Excellent interpersonal skills; ability to work under pressure and to tight deadlines,
  • Discretion and an understanding of confidentiality issues.

Key competencies

In addition to the relevant experience and secretarial/administrative knowledge, candidates will need to show evidence of the following:

  • Exceptional written and oral communication skills;
  • Excellent word processing and IT skills, including knowledge of a range of software packages;
  • Ability to work under pressure and to tight deadlines;
  • Good organizational and time management skills;
  • Ability to research, digest, analyze and present material clearly and concisely;
  • Excellent interpersonal skills;
  • Ability to work on your own initiative;
  • Honesty and reliability;
  • Attention to detail;
  • Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
  • Discretion and understanding of confidentiality issues.
  • Devising and maintaining office systems, including data management and filing;
  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
  • Screening phone calls, enquiries and requests, and handling them as and when appropriate;
  • Meeting and greeting visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments;
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing meetings and ensuring the manager is well prepared for meetings;
  • Liaising with clients, suppliers and other staff.