Assistant Director, Board’s Operations, Records Management & Communication (1 Post)

Position Title    :       Assistant Director, Board’s Operations, Records Management & Communication (1 Post)

Reports to        :       Deputy Director, Board Management Services & Legal

Job Category     :       Group P

 

        Duties and Responsibilities:

 

  • Day to day management of the division
  • Plan, supervise and coordinate the operations of the Board’s Affairs
  • Acts as a link person between the Board and other departments
  • Receives and coordinates all correspondences from other departments for Board’s action through the Secretary/CEO
  • Handling of all communications and correspondences between the Board and other departments
  • Ensure timely dispatch and appropriate communication of all Board’s decisions/correspondences to other departments
  • Providing guidance in preparation of agenda
  • Providing guidance in maintenance of records of board papers and other documents
  • Coordinate records of minutes and decision letters
  • Circulation of mail
  • Handling of general correspondence
  • Follow-up action on Board decisions and updates
  • Retrieval and disposal services
  • Ensuring all decision letters are submitted to the Secretary/CEO for endorsement and dispatch
  • Preparation of periodic and annual reports
  • Liaison officer for matters related to Board’s decisions
  • Publications including posting on the website
  • Maintain records for Agenda and Board papers
  • Keep records of minutes and decision letters
  • Generating information for periodic and annual reports
  • Follow-up on general correspondence and Board decisions
  • Retrieval of records and liaison with registry
  • Mail registers and maintenance of daily file
  • Identification of obsolete records for disposal
  • Development and maintenance of a good filing system
  • Setting of performance targets and preparation of individual work plans for the Division
  • Assessment of staff performance
  • Supervision and development of the staff in the division

 

Required Qualifications

 

  • Bachelor’s Degree in Social Sciences preferably Human Resources Management or Public/Business Administration/Management, Information/Media or Communication Studies
  • Post graduate diploma in social sciences or equivalent qualification.
  • A master’s degree will have a definite advantage
  • Professional Certification in leadership and management
  • At least 5 years professional experience in managerial or leadership position
  • Knowledge of the labour laws and other related legislation
  • Membership of a professional body

Required Skills and Competencies

  • Proven leadership and management skills
  • Ability to think strategically
  • Communication, analytical and report writing skills
  • Networking and team management skills
  • Creative and innovative skills
  • Strong sense of initiative
  • Team player
  • Strong and proven IT Skills

 

       Working Relationships

 

Internal: Interacts constantly with the Deputy Director, Board Management Services & Legal and may interact with other Directors and County Public Service Board staff as and when need arises.

 

External: Interacts constantly with County Departments/Head of Human Resource and other stakeholders.