Clerical Officer II

REF: PU/ADV/01/11/2023

REQUIREMENTS FOR THE POSITION OF CLERICAL OFFICER II (LOCUM)

• This is an entry level to this cadre in the University and appointment shall be on such terms and conditions as may be determined by the University management from time to time depending on age, citizenship or any other reason as may be stipulated in the Kenya Labour Laws.

Academic Qualifications

• The candidate must have a certificate in Clerical Operations/Business Administration/Business Management or any other related area of study from a recognized institution.

Experience

The candidate must have at least one (1) year work experience in the relevant field.

 In addition, the candidate must have experience in handling the following:

•  Assist in dispatch of documents
•  Assist in handling of enquiries and requests
•  Assist in management of records and documents
•  Assist in photocopying of documents
•  Assist in receiving of documents
•  Filing
•  Recording
•  Sorting of documents

Duties and Responsibilities

The successful candidate will be involved in carrying out the following duties.

•  Opening of files for newly admitted students
•  Filling of all correspondences in students’ files and section’s files
•  Record and monitor the movement of files to and from the registry
•  Provision of all files needed within the section and other sections/departments/schools at the right time and to the authorized persons within the stipulated guidelines
•  Ensuring files are in good order and information is well secure
•  Ensuring that information contained in the files is correct and certified where necessary
•  Preparing outgoing materials received for dispatch
•  Collects and delivers correspondences within the admissions offices: and delivers/collects mails from other sections/departments/schools
•  Sorts, Organizes and arranges the file cabinets under the guidance of the Registry Clerk
•  Archive all old files that are not in frequent use/demand and retrieve the same if need arises
•  Perform any other duties that may be assigned by the immediate supervisor

Skills:
The candidate must have the following:-

•  Communication skills
•  Computer proficiency skills
•  Interpersonal skills
•  Organisational skills
•  Team work skills
•  Time management skills