|Date Posted||May 25, 2020|
Admin & Office
JOB TITLE: ADMINISTRATIVE ASSISTANT (1 VACANCY)
Salary Scale: (M7)
Responsible to: Dean of Students
Responsible for: Office Assistant
Age of Applicant: (30-40 years)
PURPOSE OF THE JOB:
To provide Administrative, Secretarial and Records Management support for the Department.
The Administrative Assistant will be responsible to the Dean of Students in the performance of the following duties:
1. Managing the office including:
a) Liaising with the Estates department and Office Assistant to ensure cleanliness and proper order of all offices used by the Dean of Students
b) Keeping an inventory of all furniture fittings, machines and equipment used in the Department and ensuring they are properly used.
c) Making timely requisition of stationery and other office requirements.
d) Working with concerned staff to ensure security of persons and property within
2. Performing a public relations function including:
a) Acting as receptionist.
b) Attending to internal and external customers of the Department and in particular answer to inquiries and provide appropriate information.
c) Making appointments for the Dean of Students.
d) Handling the guild affairs
3. Handling documents and correspondences including:
a) Liaising with the Registry to ensure a systematic and expeditious flow of correspondence relating to the Department.
b) Processing and dispatching documents and reports of the Department as may be required of you by the Head of department.
c) Checking and verifying documents coming to or being issued by the Department.
d) Keeping track of actions on files that require the attention of staff in the Department and reminding them as necessary.
Good communication and interpersonal skills.
Skills in handling students’ problems and welfare.
Mature person with positive attitude towards people.
Demonstrated computer knowledge in MS Word, MS Excel and MS Power Point
High level of integrity.
Three years relevant working experience in Higher Education Institution
A Bachelor’s degree (Honours) in any of the following fields from a recognized
i. Social Sciences
ii. Public Administration and Management
iv. Business Administration