Management Secretary

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 and Chief Executive Officer in order to facilitate the achievement of corporate objectives.

MAIN DUTIES AND ACCOUNTANTABILITIES

• 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 supervisor and other officials, as appropriate;
• Maintains an efficient and effective filing system and an up to-date index system for ease of reference;
• Drafts and types routine letters based on precedent for the superiors 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 of the superiors confidential and other business messages;
• Prepares and serves beverages to the superior and visitors while performing other duties;
• Orders and keeps reasonable stock of office stationery and other requisite items to facilitate 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 efficiency;
• Liaises with Human Resource and Administration Department and acts as a resource person in recruitment of secretarial staff; and
• Coordinates with Human Resource and Administration Department in the supervision of the Office
• Orderly to ensure high standards of office cleanliness.

QUALIFICATIONS AND EXPERIENCE

• Grade 12 with 5 “CY levels credits or better including English;
• Certificate in Secretarial with Shorthand and Wpewriting 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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