- KNOWLEDGE, SKILLS, AND ABILITIES
· General knowledge of
§ Methods and practices utilized in the preparation of letters, memorandums, and reports;
§ Modern office methods, procedures, and practices;
§ Operation of office computers, fax machines, photocopy equipment, calculators, and standard office equipment;
§ Basic knowledge of the practices, policies, and procedures of the assigned department;
§ Good telephone handling skills.
o Ability to
§ Accurately and timely perform the required office support activities;
§ Answer multiple phone lines and correctly transfer calls;
§ Clearly, accurately, and in a professional manner communicate to the public and other employees (strong interpersonal skills);
§ Work with time deadlines and with constant interruptions;
§ Perform basic paper and computerized record keeping functions;
§ Prioritize and work with little supervision in the accomplishment of assigned duties;
§ Follow oral and written instructions;
§ Establish and maintain cooperative working relationships including being a good organizer.
o Skills to
§ Operate basic spread sheet and word processing software packages;
§ Type at a minimum sustained rate of 40-50 net words per minute from clear and legible copy.
- JOB COMPETENCIES
· Proven success in the following job competencies:
o Planning, Organization and Time Management
o Attention to Detail
o Teamwork
o Interpersonal Effectiveness
3. ADDITIONAL RESPONSIBILITIES MAY INCLUDE
- Performs office back-up activities as requested.
- Maintain cleanness of the office
- Undertake any other job that she/he may be assigned by the PO administration.
Application Deadline
2011-05-12
Job Details
- MAJOR RESPONSIBILITIES
| | Key Tasks |
| a | Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. |
| b | Arrange conferences, meetings, and travel reservations for office personnel. |
| c | Compose, type, and distribute meeting notes, routine correspondence, and reports. |
| d | Maintain CEO calendar to include scheduling meetings, arranging appointments and making travel reservations; provide necessary documents for CEO use in meetings; attend meetings as requested to take minutes. |
| e | Assists with maintaining calendar, scheduling appointments and meeting rooms for different Head of Departments |
| f | Set up and maintain paper and electronic filing systems for records, correspondence, and other material. |
| g | Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters. |
| h | Locate and attach appropriate files to incoming correspondence requiring replies. |
| i | Schedule and confirm appointments for members, employees, or any other stakeholder. |
| j | Operate electronic mail systems and coordinate the flow of information both internally and with other organizations. Any canvassing will lead to the applicant being automatically disqualified. Applications should be sent in by Wednesday 12th May 2011 COB. Successful short-listed applicants will be contacted within 2 weeks of the closing date. |
careers@kta.co.ke
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