Executive Secretary Grade 12 (One position) – OUK 32 views

Job Description for Executive Secretary  – OUK

The Open University of Kenya aims to address the pressing issue of limited capacity in traditional universities by employing innovative teaching and learning methodologies, including online and distance education. By leveraging technology and flexible learning modes, the university seeks to accommodate a larger number of qualified students, enabling them to pursue higher education without the constraints of physical presence and limited campus capacities.

The University is established on the philosophy of quality education, technology and accessibility that advocates for inclusivity, flexibility, openness, and innovation. The philosophy makes the institution unique in addressing the Government’s national strategic needs for skills development that will drive socio-economic growth.

Executive Secretary Grade 12 (One position) – OUK

The Duties And Responsibilities Shall Include But Are Not Limited To:

The duties and responsibilities shall include but are not limited to:

1. Provide personal administrative support through conducting and organizing administrative duties and activities including receiving and handling information and visitors;
2. Draft and type letters, memoranda, notices of meetings, and circulars to respond/inform/communicate to both internal and external customers;
3. Manage office diary by marking and updating important office dates and appointments to avoid clash of events;
4. Provide an initial contact point for all clients by providing first-line information on customer satisfaction in accordance with the office Service Charter;
5. Manage proper keeping of records/documents by maintaining a good filing system for ease of records access;
6. Organize travel arrangements through hotel booking, flights, and excursions to meet appointment deadlines;
7. Control and manage office expenses by replenishing the office Petty Cash float to curb wastage of resources;
8. Order and control office stationery by use of stock bin cards to ensure order levels are observed for the smooth running of the office;
9. Secure and ensure timely servicing of office machines and equipment in the office through routine maintenance by service providers;
10. Maintain office cleanliness to ensure a conducive work environment for the University clients;

For Executive Secretary To This Grade, One MUST Have:

For appointment to this Grade, one MUST have:

1. A Master’s Degree in Secretarial Studies, Office Management, Human Resource Management, Business Administration or any other relevant qualification from an accredited institution of learning or Higher National Diploma in Secretarial Studies with nine (9) years of experience in a similar executive position;
2. A Bachelor’s degree in Secretarial Studies, Bachelor of Office Management, Bachelor of Commerce (HRM), Bachelor of Business Management (Business Administration), or any other relevant qualification from an accredited institution of learning;
3. Single and group certificates offered by KNEC or an equivalent certificate from a recognized examining body;
4. Three (3) years relevant working experience as Principal Office Administrator or Senior Secretary or its equivalent;
5. Demonstrated leadership skills and management of staff at the University level or comparable institution;
6. Computer proficiency and conversant with the use of ERP systems.

All applicants should;

Submit their application online through the specific links provided:  Administration OUK Jobs Applications

Attach: Application Letter, a detailed Curriculum Vitae indicating (academic qualifications, professional experience, academic leadership, list of publications, awards, scholarships, funding, membership to professional associations or bodies and linkages, valid email addresses, telephone contacts), Certified copies of Certificates, National ID, and other testimonials;

Provide names, telephone numbers and contact addresses of three referees and ensure that you submit all reference letters as single scanned pdf file.

NOTE: The Terms of Service will be either Permanent and Pensionable or Contract, as shall be determined by the University Council.

Open University of Kenya (OUK) is an equal opportunity employer and, therefore, applicants of either gender, persons with disabilities and those from marginalized areas are encouraged to apply. Interested applicants should submit their applications so as to be received on or before 25th June, 2024. Any form of canvassing will lead to automatic disqualification. Only shortlisted candidates will be contacted.

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