Job Summary:

The Secretary at KF Microfinance Credit Company plays a crucial role in ensuring smooth office operations by providing administrative, clerical, and customer service support. The role involves handling correspondence, scheduling meetings, maintaining records, and ensuring efficient communication between departments and external stakeholders. The Secretary will also assist in managing client inquiries and supporting the credit team in documentation and report preparation.

Key Responsibilities:

1. Administrative & Clerical Duties

• Manage and organize the company’s office operations to ensure efficiency.
• Draft, type, and distribute letters, emails, memos, and other correspondence.
• Maintain accurate filing systems for both digital and physical records.
• Handle incoming and outgoing phone calls and emails professionally.
• Manage office supplies and ensure the office environment is well-organized.

2. Scheduling & Coordination

• Schedule and coordinate meetings, appointments, and conferences for management.
• Prepare agendas and take minutes during meetings.
• Follow up on action items from meetings to ensure timely execution.
• Manage travel arrangements for staff, including bookings and itinerary planning.

3. Customer Service & Client Relations

• Greet and assist visitors and clients in a professional manner.
• Handle customer inquiries and direct them to the relevant departments.
• Assist in explaining microfinance credit policies and procedures to clients.
• Maintain an updated database of clients and stakeholders for easy reference.

4. Credit & Loan Processing Support

• Assist the loan officers in preparing loan application documents.
• Ensure that all client documents are properly recorded and filed.
• Maintain confidentiality of all financial and personal customer information.
• Help in preparing reports on loan disbursements, repayments, and client interactions.

5. Communication & Public Relations

• Liaise with internal and external stakeholders on behalf of management.
• Prepare and distribute company newsletters, memos, and public announcements.
• Maintain the company’s social media and communication platforms (if applicable).

6. Compliance & Documentation

• Ensure all office activities comply with company policies and regulatory requirements.
• Assist in maintaining HR and employee records.
• Prepare reports, presentations, and documents as required by management.

Key Qualifications & Experience:

• Diploma or Bachelor’s degree in Business Administration, Secretarial Studies, Office Management, or a related field.
• 1-3 years of experience in an administrative or secretarial role, preferably in a financial institution.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in document management and record-keeping.

Key Skills & Competencies:

• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Attention to detail and accuracy
• Customer service orientation
• Ability to handle confidential information with integrity
• Problem-solving and time management skills
• Ability to work in a fast-paced environment

Work Environment & Conditions:

• Office-based role with occasional travel for meetings and events.
• Standard working hours, with flexibility depending on workload and deadlines.

Why Join KF Microfinance Credit Company?

• Opportunity to work in a dynamic and growing financial institution.
• Career development and training opportunities.
• A supportive and collaborative work environment.