Secretary – Grade 8 at Tom Mboya College

Job Description

Requirements for Appointment

Must have:
Minimum six (6) years’ cumulative relevant work relevant experience, out of which three (3) must have been at the level of Secretary Grade 7 or equivalent
Bachelor’s degree in any of the following disciplines: Secretarial Studies, Business Office Management or equivalent qualifications from a recognized and accredited
Diploma in Secretarial Studies or equivalent qualifications from a recognized and accredited institution
Proficiency in the relevant computer applications
Duties and Responsibilities

Taking oral dictation and preparing accurate and timely documents
Utilizing e-office tools to research, process and manage data effectively
Operating and maintaining office equipment to ensure efficiency
Attending to visitors and clients while managing inquiries and complaints professionally
Handling telephone calls and managing office communication channels
Coordinating schedules, meetings, and appointments to ensure efficient time management
Making travel arrangements and coordinating logistics for official trips
Managing office protocol and etiquette to ensure a professional working environment
Ensuring the security of office records, equipment, and documents, including classified materials
Safeguarding the integrity and confidentiality of data
Establishing and monitoring procedures for record-keeping, correspondence, and file movements
Maintaining an up-to-date filing system and retrieving documents as needed
Preparing responses to routine correspondence in a timely manner
Managing petty cash and performing other administrative services as assigned
Supervising and providing guidance to assigned staff to ensure optimal performance
Perform any other relevant duties and responsibilities as may be assigned by the supervisor from time to time

Applications should be accompanied by a detailed up to date curriculum vitae, certified true copies of academic and professional certificates, National Identity Card or Passport, together with testimonials and other relevant supporting documents.
Qualified candidates must submit ten (10) hard copies of their application, clearly indicating the reference number of the position applied for, to the address below. Applications must be received on or before Tuesday 4 th February, 2025 by 5:00 PM (1700hrs): Address to:
The Vice-Chancellor

Tom Mboya University

P. O. BOX 199 – 40300

HOMA-BAY

Recommendations from at least three (3) referees should be sent separately under sealed envelopes on or before the advertisement deadline to the address above.
Further to the above, candidates appointed to the above positions will be required to present valid clearance from the following institutions:
Kenya Revenue Authority (Tax Compliance Certificate);
Higher Education Loans Board (Clearance/Compliance Certificate);
Ethics and Anti-Corruption Commission (Self-Declaration Form);
Credit Reference Bureau (Credit Report and Certificate of Clearance); and
Police Clearance Certificate.
Terms of Service

The terms for the advertised positions will be on permanent and pensionable terms.
NOTE: Tom Mboya University (TMU) is an equal opportunity employer committed to inclusivity and diversity. The University welcomes applications from individuals of all genders, ethnic backgrounds, and persons living with disabilities. Therefore, women, persons living with disabilities, marginalized groups and minorities are encouraged to apply. Please note that canvassing will result in automatic disqualification. TMU does not charge any fees at any stage of the recruitment and selection process. Only shortlisted candidates will be contacted.