Job Description
Job Title: Executive Secretary/ Senior Office Administrator
Ref No: KoTDA/HR79/2024
Grade: 5
Terms of Service Permanent & Pensionable
Department Corporate Services
Duty Station Konza Technopolis
Job Specification Duties and responsibilities
The Executive Secretary/ Senior Office Administrator will serve as an Office
administrator in the Office of the Chief Executive Officer
i. Provides frontline customer services by receiving visitors, telephone
calls and directing them accordingly;
ii. Liaise with relevant offices to secure meeting rooms, request for
audio-visual needs and organize catering needs for internal
meetings;
iii. Organizes meetings and ensure that the Chief Executive Officer is
well prepared for those meetings, preparing agendas/ notices, premeeting briefings and meeting presentation papers;
iv. Organizing, maintaining diaries, making appointments for efficient
time schedules;
v. Devising and maintaining office systems that include data
management and files in the Chief Executive Office for efficient
records preservation;
vi. In collaboration with the relevant teams, make travel arrangements,
including booking flights, hotels, and transportation, for the Chief
Executive Officer.
vii. Coordinates management of incoming and outgoing mails (internal
and external);
viii. Managing office protocol and etiquette and managing imprest cash
facilities for the office attached;
ix. Ensures effective follow up systems are in place within the Authority
across stakeholders to ensure office correspondent, projects
progress reports and meetings outcomes are well managed; and
x. Ensure that the outcome of meetings such as decisions and reports
are properly finalized and disseminated.
Person Specification For appointment to this grade, a candidate must have: -
i. A minimum period of four (4) years in relevant work experience;
ii. Bachelor’s degree in Administrative Services, Office Management,
Secretarial, and Clerical related studies or equivalent qualification
from a recognized institution;
iii. Supervisory Skills course from a recognized institution;
iv. Shown merit and ability as reflected in work performance results;
and
v. Proficiency in Computer Applications