National Museums Board (NMB)

National Museums Board (NMB) is a Statutory Board under the Ministry of Tourism whose mandate is to establish, develop and manage dynamic and sustainable national museums for the preservation and interpretation of Movable heritage for the benefit of the present and future generation.

5. JOB TITLE: SECRETARY

Type of Employment – Permanent and Pensionable

Location – National Museums Board Secretariat, Lusaka

Job Purpose

To plan, facilitate and co-ordinate all secretarial duties and office management of the Human Resources and Administration Manager’s office to enhance performance.

Main Duties

• Types accurately all draft correspondence documents of the Human Resource and Administration office to ensure the attainment of high quality standards in the production of correspondence and documents.
• Receives and accurately records all correspondence and documents from both internal and external sources for appropriate attention and action.
• Takes down and transcribes accurately dictation in order to facilitate efficient and smooth operation of the office.
• Attends timely to all general enquiries including telephone for the office in order to facilitate correct dissemination of information and reporting.
• Keeps accurately a record of appointments and assignments in order to enhance timely attention and action.
• Takes down, types and keeps accurately records of minutes of museum management meetings to ensure proper record keeping and follow-up action.
• Consolidates timely quarterly and annual reports in consultations with departmental/sectional heads for the attention and action of the Human Resource and Administration Manager.
• Ensures that all office requirements are in place for the efficient and effective running of the office.
• Attends to all correspondence and enquiries that are routine in nature to avoid over-loading the Human Resource and Administration Manager with non-serious correspondence
• Undertakes timely filing of documents for easy retrieval of information.

Qualifications/Requirements

• Grade 12 School Certificate or its equivalent with at least five (5) credits, including English
• Diploma/Certificate in Secretarial studies
• 80/45 words per minute Shorthand/Typewriting speeds
• Three (3) years Membership to the Institute
• Valid 2026 Practicing License
• One (1) year Work Experience

Skills/Attributes

• Office etiquette skills;
• Communication skills (written and oral);
• Computer literacy skills;
• Public relations skills.
• Courteous and tact;
• Confidentiality;
• Good interpersonal skills.

• Types accurately all draft correspondence documents of the Human Resource and Administration office to ensure the attainment of high quality standards in the production of correspondence and documents.
• Receives and accurately records all correspondence and documents from both internal and external sources for appropriate attention and action.
• Takes down and transcribes accurately dictation in order to facilitate efficient and smooth operation of the office.
• Attends timely to all general enquiries including telephone for the office in order to facilitate correct dissemination of information and reporting.
• Keeps accurately a record of appointments and assignments in order to enhance timely attention and action.
• Takes down, types and keeps accurately records of minutes of museum management meetings to ensure proper record keeping and follow-up action.
• Consolidates timely quarterly and annual reports in consultations with departmental/sectional heads for the attention and action of the Human Resource and Administration Manager.
• Ensures that all office requirements are in place for the efficient and effective running of the office.
• Attends to all correspondence and enquiries that are routine in nature to avoid over-loading the Human Resource and Administration Manager with non-serious correspondence
• Undertakes timely filing of documents for easy retrieval of information.

• Office etiquette skills
• Communication skills (written and oral)
• Computer literacy skills
• Public relations skills
• Courteous and tact
• Confidentiality
• Good interpersonal skills

• Grade 12 School Certificate or its equivalent with at least five (5) credits, including English
• Diploma/Certificate in Secretarial studies
• 80/45 words per minute Shorthand/Typewriting speeds
• Three (3) years Membership to the Institute
• Valid 2026 Practicing License
• One (1) year Work Experience