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Bondo Technical and Vocational College
Administrative Assistant

Bondo Technical And Vocational College

Nairobi | Full Time | Education / Teaching

Closing in 6 days ago

Duties and responsibilities

  • Supervise, mentor and monitor their performance junior secretarial staff and clerical officers.
  • Maintain the diary and appointments/meetings for the Principal to ensure appointments are well planned and timely
  • Organize administration records and correspondence to ensure quick access to required information/ documents
  • Ensure the availability of well-managed office services including cleaning and tidying office to ensure a conducive working environment.
  • Maintain an efficient, smooth and easily accessible filing system to ensure the security of information and to limit access to unauthorized persons
  • Receive telephone calls to. ensure calls are transferred to respective office
  • Maintain security and confidentiality of office records, documents and equipment
  • Manage office protocol and receive incoming calls, and correspondences and act as the link between executive offices, to ensure efficient response time to inquiries
  • Record dictation in shorthand and transcribe it into a written comprehensive form
  • Receive visitors and clients in a professional and courteous manner and direct them to the Principal/Deputy Principal office
  • Undertake correspondence for the principal as requested and as appropriate
  • Maintain an inventory of office equipment and supplies for the Principal and Deputy Principal offices
  • Prepare for committee meetings such as the Council/BOG meetings
  • Control and Manage the hospitality budget
  • Provide input for hospitality budget during the budgeting process

Responsibility for physical assets

  • Computer
  • Extension telephone
  • Printer
  • Fax Machines

Nature of decision making

  • Analytical Decision
  • Operational decision

Academic Qualification and Work Experience

  • Must have completed Single and group stage II, with a pass in the following: CPD 1, Communication Skills I, Office Practice I, Commerce II, Secretarial Il, commerce H, Shorthand
  • Computer literate
  • One year relevant experience from a reputable institution

Skills required

  • Communication skills
  • Interpersonal skills
  • Report writing skills
  • Team building skills
  • Problem Solving skills
  • Organizational skills

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