Executive Secretary II at Alupe University College

Alupe University College (AUC), which is a Constituent College of Moi University, is one of the newest University Colleges in the Country. It was established through the Alupe Legal Order Gazette Notice No 163 of 24th July 2015. Its Council was constituted vide special gazette notice No.136 of 7th November 2016. It was started following a request by the...

 

Executive Secretary II

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience9 years
  • LocationBusia
  • Job FieldAdministration / Secretarial 

Minimum Qualification and Experience
For appointment to this grade, a candidate must have: -

  • A Bachelor's degree in Secretarial Studies, Bachelor of Office Management, Bachelor of Commerce (HRM), Bachelor of Business Management (Business Administration), or any other relevant qualification from an accredited institution of learning;
  • OR
  • Higher National Diploma in Secretarial Studies with nine (9) years of experience in a similar executive position;
  • Single and group certificates offered by KNEC or an equivalent certificate from a recognized examining body;
  • Three (3) years relevant working experience as a Senior Secretary or its equivalent;
  • Demonstrated leadership skills and management of staff at the University level comparable institution;
  •  Computer proficiency and conversant with the use of ERP systems; and
  • Demonstrated merit and ability as reflected in work performance and results.

Duties and responsibilities at this level will entail: -

  • Provide personal administrative support through conducting and organizing administrative duties and activities including receiving and handling information and visitors;
  • Draft and type letters, memoranda, notices of meetings, and circulars to respond/inform/communicate to both internal and external customers;
  • Manage office diary by marking and updating important office dates and appointments to avoid clash of events;
  • Provide an initial contact point for all clients by providing first-line information on customer satisfaction in accordance with the office Service Charter;
  • Manage proper keeping of records/documents by maintaining a good filing system for ease of records access;
  • Organize travel arrangements through hotel booking, flights, and excursions to meet appointment deadlines;
  • Control and manage office expenses by replenishing the office Petty Cash float to curb wastage of resources;
  • Order and control office stationery by use of stock bin cards to ensure order levels are observed for the smooth running of the office;
  • Secure and ensure timely servicing of office machines and equipment in the office through routine maintenance by service providers;
  • Maintain office cleanliness to ensure a conducive work environment for the University clients; and
  • Demonstrated merit and ability as reflected in work performance and results.

Method of Application

Applications should be accompanied by an application Letter, a detailed Curriculum Vitae and certified copies of relevant academic and professional certificates, National Identity Card or valid Passport, testimonials, e-mail addresses, telephone contacts and any other relevant supporting documents.

Applicants if shortlisted must show up to date and valid evidence of compliance with provisions of Chapter 6 of the constitution of Kenya, with specific reference to clearance by the following bodies;

  • Kenya Revenue Authority,
  • Higher Education Loans Board,
  • Ethics and Anti-Corruption Commission,
  • Directorate of Criminal Investigation (Certificate of Good Conduct),
  • Registered Credit Reference Bureau

Applicants should provide names, telephone numbers and contact addresses of three (3) referees and request their referees to send their confidential reports to recruitment@au.ac.ke or addressed to the undersigned to be received on or before 9th June, 2025.
Five hard copies should be sent by post or hand delivery to the Administration Registry at the Assistant Registrar (Human Resource and Administration) office and a soft copy in PDF format of the application documents with the reference numbers of the positions applied for clearly indicated, should be sent to recruitment@au.ac.ke .
Applications should be addressed to the undersigned to be received on or before 9th June, 2025 by 5:00 p.m.

Deputy Vice Chancellor (Administration, Finance and Development)
Alupe University
P.O. Box 845-50400 BUSIA (KENYA)

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