Secretary - Grade 8 at Tom Mboya College

Activities The College offers trade union education and training programmes through conferences, workshops, symposia and seminars. It also offers short specialized courses and training programmes tailor-made to fit the needs of individual trade unions and their members. The College is a focus centre for trade union education in Eastern Africa and has extend...

 

Secretary - Grade 8

  • Job TypeFull Time
  • QualificationBA/BSc/HND , Diploma
  • Experience6 years
  • LocationHoma Bay
  • Job FieldAdministration / Secretarial 

Requirements for Appointment

  • Must have:
  • Minimum six (6) years’ cumulative relevant work relevant experience, out of which three (3) must have been at the level of Secretary Grade 7 or equivalent
  • Bachelor’s degree in any of the following disciplines: Secretarial Studies, Business Office Management or equivalent qualifications from a recognized and accredited
  • Diploma in Secretarial Studies or equivalent qualifications from a recognized and accredited institution
  • Proficiency in the relevant computer applications

Duties and Responsibilities

  • Taking oral dictation and preparing accurate and timely documents
  • Utilizing e-office tools to research, process and manage data effectively
  • Operating and maintaining office equipment to ensure efficiency
  • Attending to visitors and clients while managing inquiries and complaints professionally
  • Handling telephone calls and managing office communication channels
  • Coordinating schedules, meetings, and appointments to ensure efficient time management
  • Making travel arrangements and coordinating logistics for official trips
  • Managing office protocol and etiquette to ensure a professional working environment
  • Ensuring the security of office records, equipment, and documents, including classified materials
  • Safeguarding the integrity and confidentiality of data
  • Establishing and monitoring procedures for record-keeping, correspondence, and file movements
  • Maintaining an up-to-date filing system and retrieving documents as needed
  • Preparing responses to routine correspondence in a timely manner
  • Managing petty cash and performing other administrative services as assigned
  • Supervising and providing guidance to assigned staff to ensure optimal performance
  • Perform any other relevant duties and responsibilities as may be assigned by the supervisor from time to time

Method of Application

  • Applications should be accompanied by a detailed up to date curriculum vitae, certified true copies of academic and professional certificates, National Identity Card or Passport, together with testimonials and other relevant supporting documents.
  • Qualified candidates must submit ten (10) hard copies of their application, clearly indicating the reference number of the position applied for, to the address below. Applications must be received on or before Tuesday 4 th February, 2025 by 5:00 PM (1700hrs): Address to:

The Vice-Chancellor

Tom Mboya University

P. O. BOX 199 - 40300

HOMA-BAY

  • Recommendations from at least three (3) referees should be sent separately under sealed envelopes on or before the advertisement deadline to the address above.
  • Further to the above, candidates appointed to the above positions will be required to present valid clearance from the following institutions:
  • Kenya Revenue Authority (Tax Compliance Certificate);
  • Higher Education Loans Board (Clearance/Compliance Certificate);
  • Ethics and Anti-Corruption Commission (Self-Declaration Form);
  • Credit Reference Bureau (Credit Report and Certificate of Clearance); and
  • Police Clearance Certificate.

Terms of Service

  • The terms for the advertised positions will be on permanent and pensionable terms.
  • NOTE: Tom Mboya University (TMU) is an equal opportunity employer committed to inclusivity and diversity. The University welcomes applications from individuals of all genders, ethnic backgrounds, and persons living with disabilities. Therefore, women, persons living with disabilities, marginalized groups and minorities are encouraged to apply. Please note that canvassing will result in automatic disqualification. TMU does not charge any fees at any stage of the recruitment and selection process. Only shortlisted candidates will be contacted.

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