Job Description
1. Receive, record and distribute all incoming and outgoing mails
Receive and check incoming and outgoing mails;
Record incoming and outgoing mails;
Scan and submit incoming mails;
Ensure timely distribution of all Incoming/outgoing mails;
Facilitate staff to access documents;
Regularly check and dispatch mails received e-mail;
Ensure the security of correspondences and stamp;
Write and submit on regular basis (monthly and quarterly) reports of the central secretariat.
2. Establish and maintain the general filing system and file all correspondences
Maintain a current and accurate filing system;
Ensure timely filling of documents;
Determine Central Secretariat documents to be sent and to be archived in Office.
3. Receive and provide clear guidance and orientation of clients/visitors
Receive and answer telephone calls and orient them accordingly;
Receive clients/visitors and provide orientation.
Minimum Qualifications
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Advanced Diploma in Secretarial Studies
Experience: 0
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Advanced Diploma in Office Management
Experience: 0
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Bachelor’s Degree in Secretarial Studies
Experience: 0
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Bachelor’s Degree in Public Administration
Experience: 0
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Bachelor’s Degree in Administrative Sciences
Experience: 0
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Bachelor’s Degree in Sociology
Experience: 0
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Bachelor’s Degree in Management
Experience: 0
Competency and Key Technical Skills
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Integrity
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Strong critical thinking skills and excellent problem solving skills.
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Inclusiveness
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Accountability
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Communication
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Teamwork
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Client/citizen focus
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Professionalism
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Commitment to continuous learning
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Resource management skills
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Analytical skills
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Problem solving skills
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Decision making skills
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Time management skills
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Risk management skills
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Results oriented
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Digital literacy skills
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Fluency in Kinyaranda English and or French knowledge of Swahili is an added advantage
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Knowledge of office management
