Management Secretary

Zarnbia Institute of Advanced

Legal Education

EMPLOYMENT OPPORTUNITY

MANAGEMENT SECRETARY (RE-ADVERTISED)

The Council of the Zambia Institute of Advanced Legal Education (ZIALE) is looking for a suitably qualified experienced and result oriented person to fill the position of Management Secretary.

JOB PURPOSE

To provide confidential and personal secretarial services to the Director in order to facilitate the achievement of corporate  objectives.

DUTIES AND RESPONSIBILITIES

• Takes short hand dictation, types from shorthand or manuscript correspondence such as memoranda, letters, Board  papers and submits to the supervisor for signature before dispatching to the addressees;
• Receives and stamps all in-coming mail, classifies and records it before forwarding the same to the super„’isor and other officials, as appropriate;
• Maintains ar efficient and effective filing system and an up to-date index system for ease of reference;
• Drafts and types routine etters based on precedent for the superior’s signature; and signs such letters in the absence  of the superior to ensure minimum delay;
• Receives and filters telephone calls, screens visitors and arranges interviews appropriately to cut down on unnecessary interruptions;
• Operates the fax machine to facilitate speedy transmission cf the superior’s confidential and other business messages;
• Orders and keeps reasonable stock Of Office stationery and Other requisite items to facilltate movement of correspondence;
• Maintains an appointment diary, arranges weekly and monthly work schedules and reminds the superior of such appointments before they fall due;
• Makes internal and external travel arrangements including accommodation, official lunches/dinners for the superior in  order to optimize effciency,
• Liaises with Human Resource & Administration Department and acts as a rescurce person in recruitment of secretarial staff;
• Coordinates with Human Resource & Administration Department in the supervision of the Office Orderly to ensure high standards of office cleanliness.
• Prepares and serves beverages to the superior and visitors while performing other duties,

QUALIFICATIONS AND EXPERIENCE

• Grade 12 Certificate with 5 “O” levels credits or better including English;
• Certificate in Secretarial with Shorthand and Typewriting speeds of 120/65 WPM respectively;
• Diploma in Secretarial;
• Minimum 5 years working experience In a similar position; and
• Membership with Professional Secretaries Association of Zambia (PSAZ)

KEY ATTRIBUTES

• Mature, hardworking and ability to perform duties at odd hours;
• Must be punctual at work;
• High level of accuracy in work output;
• Prompt in completing given tasks/assignments;
• High degree of confidentiality;
• High level of integrity and trustworthiness

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