Job Purpose
To provide executive secretarial and administrative services in order to ensure that services are provided in an effective and efficient manger and responsible for providing senior level secretarial and clerical services for the Managing Director in order to facilitate and provide support for Standardization, Metrology and Conformity Assessment (SMCA) to deliver on the KEBS vision of becoming a global leader in standards based solutions that deliver quality and confidence and the mandate of facilitating trade and promoting innovation in Kenyan Industries for the realization of sustainable development goals, Kenya Vision 2030 and Africa Union Agenda 2063.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
a) Organize, planning and prioritizes work in Managing Director (MD’s) office
b) Maintains the Managing Directors diary and ensure he attends to it
c) Supervises staff working in the MD’s office to ensure smooth flow of activities
d) Sets targets for the office and cascades to the direct reports using the balanced scorecard
e) Evaluates staff performance on a monthly quarterly and annually using the BSC
II. Operational Responsibilities / Tasks
a) Processes information by compiling, categorizing and verifying information
b) Receives, sorts and disseminates correspondences, reports, returns, circulars, publications and all kinds of information on behalf of the Managing Director.
c) Communicates with persons within the organization, customers, and members of the public, government and other external bodies who have business with KEBS.
d) Makes local and international travel arrangements for the Managing Director.
e) Facilitates Board meetings by sending out notices and making travel arrangements.
f) Manages e-office
g) Provides frontline customer services.
h) Maintaining the calendar plan for scheduling and fixing executive meetings
i) Maintains office petty cash.
Job Dimensions:
I. Financial Responsibility: Maintains office petty cash
II. Responsibility for Physical Assets: Provide oversight for all physical assets provided by the institution
III. Decision Making / Job Influence: Makes operational decisions
IV. Working Conditions: Work predominantly within the office
Job Competencies (Knowledge, Experience and Attributes / Skills). Academic qualifications
Bachelor’s Degree in any of the following disciplines: - Secretarial Studies, Business Office Management or other relevant and equivalent qualifications from a recognized institution;
Previous relevant work experience required.
Seven (7) years’ experience at least 3 years of which should have been in grade KS 7;
Functional Skills, Behavioural Competencies/Attributes:
Functional:
a) Analytical skills
b) Computer packages principles
c) Office management principles
d) Administrative skills
e) Report writing and minute writing skills
f) Logistics management
g) Record management skills
h) Communication skills
i) Negotiations skills
Behavioural
a) Time management
b) Stress management
c) Confidentiality
d) Integrity
e) Sound work ethics
Application submission
Application form including testimonials shall be filled and submitted online via KEBS website on or before 10 September, 2021. All testimonials MUST be saved with applicant's ID.N0. e.g.20441558_CV.pdf.
IMPORTANT NOTICE;
Upon successful upload and submission of application, the applicant will receive a system generated email notification that the job application details have been successfully submitted.
Persons with disability and female candidates are encouraged to apply. Academic qualifications of external origin MUST be accompanied with a recognition certificate from relevant body.
Only shortlisted candidates will be contacted. Canvassing will lead to automatic disqualification.