Secretary at The Kiambu National Polytechnic

Advert No. KINAP/HR/12/2024 – SECRETARY – (1 POST)
Purpose of the Job

• This position is responsible for the provision of office administrative services to the departments

Requirements-Job Specification

• Typewriting II (40 w.p.m.)/ Computerized Document Processing II
• Shorthand II (60 w.p.m.) or Audio typing II
• Business English II/Communications I
• Office Practice II
• Secretarial Duties II
• Commerce II
• A certificate in Computer Applications from a recognized institution.
• At least two years’ experience in a similar position

Duties and responsibilities:

• Type from draft and manuscripts as required to ensure timely communication of information
• Handle incoming and outgoing telephone calls to ensure timely communication passed on to the relevant office
• Operate office equipment in printing and photocopying documents to provide administrative assistance to the institution
• Prepare responses to simple routine correspondences in a timely manner
• Assist the head of department in preparation of presentations materials and other documentations for internal and external circulation
• Organize administration records and correspondences to ensure easy accessibility to the documentation/ information whenever required
• Classify documents and materials to ensure security and confidentiality of office records
• Receive and attend to visitors and clients in a professional and courteous manner and direct them to the respective offices
• Monitor cleanliness of the office and ensure that the office is well-managed to promote a good working environment
• Maintain of an efficient, smooth and easily accessible filing system to ensure required documents are traced in an efficient manner