Senior Secretary at Multimedia University of Kenya

Multimedia University of Kenya (MMU) is a chartered public university established by the Kenyan Government under the Universities Act No. 42 of 2012 and the Multimedia University of Kenya Charter 2013. ACADEMIC PROFILE Campuses MMU’s Main Campus is situated on a 115 hectares piece of land in a serene environment 25 Kilometres south of Nairobi alo...

 

Senior Secretary

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience3 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

Duties and Responsibilities

  • Allocate and supervise duties assigned to subordinate staff for smooth office operations.
  • Prepare office work plans to ensure tasks are accomplished on time.
  • Assist Managers in compiling reports for presentation at various meetings.
  • Act as a liaison between Managers and other offices to ensure effective communication.
  • Prepare notices for meetings, distribute agendas and minutes, and book meeting venues to ensure meetings run smoothly and achieve set objectives.
  • Maintain a contact database for future reference and efficiency.
  • Facilitate internal and external communication to enhance efficiency and alert Managers to urgent matters.
  • Develop and maintain a functional office filing system for easy retrieval.
  • Coordinate meeting schedules and appointments to meet set objectives.
  • Make travel arrangements, itineraries, and travel logistics to ensure proper timeliness.
  • Screen visitors, telephone calls, and handle complaints and inquiries to enhance efficiency and productivity.
  • Receive and dispatch mail for proper prioritization.
  • Maintain and disseminate information on university systems, policies, and procedures to enhance efficiency.
  • Assist in the preparation of departmental budgets for proper planning.
  • Harmonize the flow of work in all departments for smooth day-to-day operations.
  • Manage food services for meetings to ensure proper continuity.
  • Process office supplies and other requisitions for smooth office operations.
  • Coordinate the process of preparing student certificates, ensuring safe keeping, issuance, and maintaining proper records.
  • Record minutes during departmental meetings for proper record-keeping and future reference.

Requirements for Appointment

  • Served in the grade of Secretary I for a minimum period of three (3) years.
  • Bachelor’s degree in a relevant field.
  • Membership in IHRM.
  • Certificate in Computer Applications skills from a recognized institution.
  • Demonstrated merit and ability as reflected in work performance and results.

Method of Application

TERMS AND CONDITIONS:

The above positions carry remuneration packages which include among others, basic salary, medical cover, house, transport and leave allowances.

 Interested applicants should submit ten (10) copies of their applications with detailed curriculum vitae, e-mail address, telephone contacts, postal address, current post, copy of current pay slip, verified copies of academic, professional certificates and testimonials. They should provide clearance certificates from the following organizations.

  • HELB
  • EACC
  • Kenya Revenue Authority
  • Certificate of Good Conduct.
  • They should also provide three (3) referees who are knowledgeable about their competence and areas of specialization, one of who must be a recent/last employer. The referees should submit their confidential reports in sealed envelopes clearly marked with specific reference number, to the address below.
  • Applicants should fill the summary sheet attached in MS Word and send it to the following address: dvc_fa@mmu.ac.ke .
  • Only shortlisted candidates will be contacted.

NOTE

  • MMU is an equal opportunity employer thus, women, persons with disability and minority groups are encouraged to apply.
  • Applications quoting the respective reference numbers on the envelope, should reach the undersigned on or before Wednesday 29th January, 2025.
     

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