Duties and Responsibilities

• To take shorthand notes, type, tabulate, format, correct spelling and grammar and produce printed document;
• To arrange appointments and meetings; attend official visitors and employees visiting respective office;
• To handle mail, telephone messages, file or send them to relevant destination;
• To file and store documents;
• To scan documents in Memo Automation System as appropriate;
• To prepare reports, memos, letters and other documents, using word processing, spread sheet, database, or presentation software;
• To open, sort, and distribute incoming correspondence, including faxes and email;
• To make travel arrangements and payment of allowances for executive office/management through Administrative Services department;
• To operate a range of office equipment such as computer, photocopier, fax;
• To handle requisitions of stationery, machinery and equipment;
• To prepare responses to correspondence containing routine inquiries;
• To operate a range of office equipment such as computer, photocopier, and fax; and
• To perform other related duties as may be assigned by the supervisor.

Qualifications

Holder of Ordinary Diploma in secretarial studies or its equivalent from a recognized institution with at least Upper Second Class who has passed shorthand and Hati Mkato at a speed of 80 words per minute with computer knowledge in MS-Word, MS-Excel, Internet, Email, MS-Publisher.

• To take shorthand notes, type, tabulate, format, correct spelling and grammar and produce printed document;
• To arrange appointments and meetings; attend official visitors and employees visiting respective office;
• To handle mail, telephone messages, file or send them to relevant destination;
• To file and store documents;
• To scan documents in Memo Automation System as appropriate;
• To prepare reports, memos, letters and other documents, using word processing, spread sheet, database, or presentation software;
• To open, sort, and distribute incoming correspondence, including faxes and email;
• To make travel arrangements and payment of allowances for executive office/management through Administrative Services department;
• To operate a range of office equipment such as computer, photocopier, fax;
• To handle requisitions of stationery, machinery and equipment;
• To prepare responses to correspondence containing routine inquiries;
• To operate a range of office equipment such as computer, photocopier, and fax; and
• To perform other related duties as may be assigned by the supervisor.

• Shorthand
• Typing
• Tabulation
• Formatting
• Spelling and grammar correction
• Appointment and meeting arrangement
• Handling mail and telephone messages
• Document filing and storage
• Document scanning
• Report, memo, and letter preparation
• MS-Word
• MS-Excel
• Internet
• Email
• MS-Publisher
• Operating office equipment (computer, photocopier, fax)
• Handling stationery requisitions
• Preparing responses to routine inquiries

• Ordinary Diploma in secretarial studies or its equivalent from a recognized institution
• At least Upper Second Class
• Passed shorthand and Hati Mkato at a speed of 80 words per minute
• Computer knowledge in MS-Word, MS-Excel, Internet, Email, MS-Publisher