PERSONAL SECRETARY II – 1 POST
Employer: MEDICAL STORES DEPARTMENT (MSD)
Date Published: 2019-08-06
Application Deadline: 2019-08-20
DUTIES AND RESPONSIBILITIES:
(i)Completes a broad variety of administrative tasks for the Director General including: managing an extremely active calendar of appointments; completing expenses reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
(ii)Plans, coordinates and ensures the Director General schedules is followed and respected.
(iii)Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director General, including those of sensitive or confidential nature. Determines appropriate course of action, referral, or response.
(iv)Provides a bridge for smooth communication between the Director General’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
(v)Works closely and effectively with the Director General to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”, having a sense for the issues taking place in the environment and keeping the Director General updated.
(vi)Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Director General’s ability to effectively lead the Department.
(vii)Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows- through on activities to successful completion, often with deadline pressures.
Board Support and Liaison
Board of Directors
(i)Assists Board members with travel arrangements, lodging, and meal planning as needed.
(ii)Maintains discretion and confidentiality in relationships with all Board members
Senior Management Liaison.
(i)Assists in coordinating the agenda of senior management team meetings and off sites, and all staff meetings.
Communication, Partnership and Outreach
(i)Ensures that the Director General’s bio is kept updated and responds to requests for materials regarding the Director General and the organization in general.
(i)Follows up on contacts made by the Director General and supports the cultivation of ongoing relationships
(i)Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellence attention to detail;
(ii)Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
(iii)Expert level written and verbal communication skills; must communicate with clarity, exhibit a professional demeanor and convey sincerity and respectful in his/her communication;
(iv)Demonstrated proactive approaches to problem-solving with strong decision-making capability;
(v)Emotional maturity; Must, at all times, present herself/himself in a manner that reflects the boss’ values and priorities;
(vi)Highly resourceful team-player, with the ability to also be extremely effective independently;
(vii)Proven ability to handle confidential information with discretion, be acceptable to various competing demands and demonstrate the highest level of customer/client service and response;
(viii)Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment;
(ix)Forward looking thinker, who actively seeks opportunities and proposes solutions.
QUALIFICATION AND EXPERIENCE:
(i)National Form IV/VI with Diploma in secretarial duties from a recognized institution. Must have passed with shorthand of 100 w.p.m in Kiswahili and 100 w.p.m. in English with at least ten years work experience and an Executive Assistants certificate MDEA I.
REMUNERATION: Salary Scale An attractive package will be offer