Job Description
ADVERT NO. NCRC/5/01/22
Position: Personal Secretary II – NCRC 7 - 1 Post
Job Summary
Develop correspondences, reports, statements, returns and handling departmental files so as to
communicate information on various operational activities through internal memos and circulars
on time to facilitate communication flow at the Centre.
(a) Duties and Responsibilities
1. Technical
(i) Facilitate the smooth flow of visitors and clients.
(ii) Facilitate communication in and out of the Centre.
(iii) Liaise with the security personnel to ensure that visitors and clients are screened.
(iv) Produce and printing of records and documents to communicate information to employees on the Centre’s activities to enhance smooth flow of information at the Centre.
(v) Receiving incoming and outgoing telephone calls so as to receive and record messages to transfer to the rightful officers to facilitate smooth flow of information.
(vi) Ensure general maintenance of office services through provision of tea and other refreshments to offer hospitality to Centre’s staff to make them comfortable at the Centre.
(vii) Operating office machines such as photocopying machines, computers and ensure
that they are maintained in liaison with the officer concerned.
(viii) Management of front office through customer care and public relations for smooth coordination effective handling of incoming and outgoing emails at the office
(ix) Receives correspondence, documents, returns any other documents for signature or endorsement on behalf of the Senior Manager.
(x) Ensure that all records, equipment and furniture are secure, directs visitors, callers and
correspondence to the officers concerned.
(xi) Office organization and management making the necessary arrangements for meetings.
2. Stakeholder engagement - Supervise other officers such as messengers and
drivers in the Directors office
3. Financial Management - Manage and control Petty Cash expenditure through running of the Office Impress
4 Human resource management and development
- Mentor and couch new secretarial staff
5. Strategic Planning - Participate in the development of the section Strategic and Work Plans
6. Performance Management - Agree on performance targets
- Development of individual work plan
- Fill PAS Forms
- Submit quarterly reports
- Provide supporting evidence for end year evaluation achievements.
7. Communication and Report Writing Keep proper records
8. Governance Maintain confidentiality
(b) Requirements for Appointment (Knowledge, Skills and Abilities)
(i) Level of Education/Academic Qualifications and other requirements
a. Diploma in Secretarial Studies.
b. Certificate of proficiency in computer studies and applications from recognized
institutions
c. Certificate of competence in Word Processing (Ms Word, Word Perfect) and
Spreadsheet (Ms Excel, Lotus) from a recognized institution
(ii) Professional Qualifications
a) Business English III
b) Secretarial Duties II
c) Commerce II
d) Office Practice II
e) Typewriting( 50 wpm)
f) Shorthand(90 wpm) Minimum
(iii) Technical Competencies
a) Computer literacy
b) Short hand
c) Customer care
d) Business writing
e) Office organization skills
f) Planning
iv)(Common Competencies
- Written and oral communication skills
- Customer Care and Public Relations skills
(v)Personal Qualities
- Interpersonal skills
- Organizational skills
- Supervisory skills
- Good Etiquette
- Honesty and integrity
(vii) Minimum Relevant Experience
Must have served for 3 years as a personal secretary III or its equivalent from a
reputable institution