Latest Job Adverts
MANAGEMENT SECRETARY |
ZIALE |
Advert
Posted 2018-10-11 03:06:19
JOB OPPORTUNITY
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
Interested persons
should send a cover letter, detailed Curriculum Vitae and certified copies of
certificates to:
The Director
Zambia Institute of Advanced Legal Education
Plot No. 36983, Andrew Mwenya Road
Rhodespark
PO Box 30690
LUSAKA
Closing date: Friday
19th October, 2018 (Only shortlisted applicants will be contacted)