Executive Secretary Job in Nairobi, Kenya 2019
Career Employment Kenya: Executive Secretary Job in Nairobi, Kenya 2019
Job Description: Today Work Kenya

JOB GRADE –C2 (1 Post)

The job holder is responsible for providing secretarial,
clerical and administrative support to the CEOs office so as to ensure services
are provided in an effective and efficient manner. He/she reports to the CEO by
providing senior level secretarial and clerical services.

This position demands for pro-activeness and reliability in
handling priorities affecting the Authority, CEO, Heads of departments and high
profile external stakeholders. An officer at this level will be responsible to
the Chief Executive Officer for the following duties and responsibilities:

  • Draft
    and type routine letters and other office correspondences, editing reports
    and arrange for outgoing mail and packages dispatch.
  • Handle
    highly confidential documents.
  • Prepare
    in consultative with the Executive for Board Meetings and prepare agenda
    documents and all administrative issues in regard to a Board meeting or
    Board Committee Meetings.
  • Record
    dictation in shorthand and transcribing (Shorthand typist)/typing
    dictations directly (Audio typist).
  • Type
    from drafts, manuscripts or recording from dictation machines and
    Processing data
  • Operate
    office equipment.
  • Attend
    to visitors/Clients and providing quality customer service.
  • Schedule
    meetings and arrange conference rooms.
  • Manage
    travel arrangements for the executives and schedule.
  • Handle
    information requests.
  • Prepare
    confidential and sensitive documents and their safe custody.
  • Coordinate
    office management activities by managing the day-to-day operations of the
  • Determine
    matters of top priority and handle accordingly.
  • Prepare
    agenda for meetings.
  • Prepare
    Annual Departmental Procurement Plan
  • Maintain
    / ensure office procedures (SOPs) are followed
  • Receive
    and relay telephone messages.
  • Direct
    the general public to the appropriate staff member.
  • Maintain
    hard copy and electronic filing system and ensuring security of office
    records, documents including clarified materials.
  • Receive
    letters, emails and any other documents on behalf of the Executive.
  • Planning
    and scheduling meetings and appointments.
  • Effective
    management of office protocol and media issues.
  • Working
    together with the Corporate and Communication Department in planning
    workshops, conference and events that take place from time to time.
  • Handle
    unique office responsibilities, situations that may arise from time to
For appointment to this grade, an officer must have:
  • A
    Bachelor’s degree in Business Administration and a Higher Diploma in
    Secretarial Studies from Kenya National Examinations Council or equivalent
    qualifications from a recognized institution
  • Served
    in the grade of Senior Secretary Grade C1 or comparable and relevant
    position in public service/Private sector for a minimum period of five (5)
  • Attended
    Executive course from Kenya School of Government or any other Government
    training institution
  • KCSE
    Certificate, mean Grade Cv. Certificate in Computer Applications.
Key competencies and skills
  • High
    integrity level
  • Communication
    Skills (oral and written)
  • Interpersonal
  • Well
  • Ability
    to work under pressure
If you believe you meet the criteria for the position above,
please submit your application including copies of your academic and
professional certificates, testimonials and a detailed Curriculum Vitae, email
and telephone contacts of three (3) referees in sealed envelope clearly marked
with job title to the or send by email to the address below on or before 23rd
December 2019 to:
National Biosafety Authority
Pest control Products Board (PCPB) building Loresho- Off
Waiyaki way
P.O Box 28251 – 00100 – NAIROBI
Email: info@biosafetykenya.go.ke

NBA is an equal opportunity employer; women and persons with
disability are encouraged to apply. Only shortlisted candidates will be
contacted and they will be required to present valid clearance certificates as
stipulated in Chapter Six of the Constitution.