Vacancy Announcement
\nKCMC University is seeking qualified candidates to fill the following vacant position within the Vice Chancellor\u2019s Office.
\nPosition: Senior Office Management Assistant Grade L-1
\nEducational Qualifications<\/p>\n
A holder of Diploma in Secretarial Studies whereas bachelor\u2019s degree in Secretarial Studies, Public Administration, Office Management, Computer Applications, Microsoft Office, Records and Archives Management, or Customer Service is highly desirable.<\/p>\n
Working Experience<\/p>\n
At least five years as Office Management Assistant of a higher learning institution or in a Public Organization is an added advantage.<\/p>\n
Knowledge, Technical Skills, and Abilities of Senior Office Management Assistant
\nJob type\u00a0Full-time\u00a0Job
\nFeatured job openings
\nKnowledge<\/p>\n
Office management principles: Proficient knowledge in office organization, workflow, scheduling, and records management.
\nRecords and information management: Familiarity with proper filing, archiving, and handling of confidential documents.
\nProtocol and etiquette: Knowledge of executive communication protocols, both internal and external.
\nPublic administration: Understanding government policies and how they relate to higher education institutions.
\nMeeting and event coordination: Knowledge of organizing high-level meetings, conferences, and University functions.
\nRegulatory compliance: Awareness of University regulatory status, policies, procedures, and ethical requirements is an added advantage.<\/p>\n
Technical Skills<\/p>\n
ICT Proficiency: Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting tools.
\nTyping and transcription: High-speed typing, including audio transcription and minute-taking.
\nData entry and database management: Accuracy in handling sensitive data related to university management.
\nDocument drafting and editing: Ability to draft memos, letters, reports, and speeches in a professional tone.
\nScheduling and calendar management: Efficient use of scheduling tools to coordinate high-level executive engagements.
\nReporting and analytics: Ability to prepare executive summaries, briefs, and analytical reports.
\nDigital filing systems: Use of cloud-based systems for secure and efficient document storage and retrieval.
\nTravel and logistics coordination: Skills in organizing travel, accommodation, and protocol arrangements for the VC and guests.<\/p>\n
Abilities<\/p>\n
Confidentiality and discretion: Ability to handle sensitive information with the utmost professionalism and privacy.
\nTime management and prioritization: Capacity to work under pressure and meet strict deadlines with minimal supervision.
\nInterpersonal and communication skills: Excellent verbal and written communication relaying official messages and instructions from respective executives to their subordinates.
\nProblem-solving and initiative: Ability to anticipate needs, propose solutions, and act proactively.
\nMultitasking: Efficiently manage multiple tasks, often with changing priorities.
\nAttention to detail: Strong accuracy in preparing documents and managing schedules.
\nTeam collaboration: Ability to work with administrative teams respectfully and supportively.
\nAdaptability: Comfortable adjusting to changing priorities and executive directives.<\/p>\n
Duties of Senior Office Management Assistant Grade L-1
\nThe Senior Office Management Assistant in the office of the Vice Chancellor will be responsible to the Vice Chancellor in all secretarial duties of the University, and specifically perform the following activities of the Vice Chancellor\u2019s office:<\/p>\n
Drafting and attending to confidential letters\/matters.
\nMaintaining records of incoming and outgoing correspondences and files while maintaining confidentiality.
\nMaintaining a record of events including appointments, meetings, and visiting schedules by keeping a diary.
\nSending replies to requests for the Vice Chancellor, advising them, and reminding them of appointments and meetings as well as the nature of the visitor\u2019s interest.
\nEntertaining and receiving visitors and providing them with relevant information with a view to meet their needs.
\nRelaying official messages and instructions from respective executives to their subordinates.
\nScheduling conferences and meetings, and informing the respective attendees and providing for refreshments during meetings or in a regular day\u2019s work.
\nMaking travel arrangements for supervisors, University Executives, and Guests.
\nEnsuring that there is adequate and efficient operation of office functions daily.
\nPerforming other duties as may be assigned by the immediate Supervisor.<\/p>\n
Remuneration for the Posts<\/p>\n
As per qualifications and conditions.<\/p>\n
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