Personal Secretary at Energy Regulation Board

Job Title: Personal Secretary (Lusaka)

ERB Grade: Six (6)

Reports To: Director

Supervises: None

Background

The ERB seeks to recruit a dynamic and suitably qualified person to fill the position of Personal Secretary.

Job Purpose

To provide secretarial services to a departmental Head and his staff in order to enhance the efficiency and effectiveness of the department and relieve superior of obvious routine work.

Main Duties and Accountabilities

• Types from manuscripts, confidential and non-confidential memoranda, letters, reports, notices, tables of routine nature as requested by the originator.
• Screens telephone calls and visitors to the superior, directing them to relevant section or department and makes calls on behalf of superior.
• Makes and confirms appointments for those wishing to see the superior ensuring that dates and times are suitable for the superior and reminds superior of such engagements.
• Maintains adequate stocks of consumables and stationary and makes timely requests for replacement of same upon approval of request.
• Makes travel and accommodation arrangements, making bookings and obtaining tickets and drawing necessary subsistence and travel allowance for the superior and other officials and also makes arrangements for official visitors from within and outside town.
• Maintains a comprehensive filing system for all confidential and non-confidential documents for ease retrieval
• Undertakes any other duties as assigned by superior.

Requirements

• Excellent oral, writing and communication skills
• Good organization skills
• Good interpersonal skills, with tact and diplomacy
• Team player
• Self-motivated, able to work under pressure with minimum supervision
• Excellent computer skills

Minimum Qualifications

• Grade 12 with 5 Acceptable ‘O’ levels.
• Diploma Secretarial Shorthand speed of 100wpm and 50 wpm typing.
• 4 years work experience in a similar role.

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