Job Purpose

To provide executive support to the Head of Department in the day to day running of their respective offices.

Main Duties and Responsibilities

• Responds to inquiries requiring interpretations of routine policies, rules and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations;
• To maintain administrative, fiscal and academic records and to prepare reports and answer questions from such records;
• To establish and maintain effective working relationships with officials, employees, students and associates, and to effectively convey information;
• Interviews, screens, and refers clients and general callers, answers telephones and makes appointments for supervisors;
• Maintains an accurate and up to date filing system;
• Takes, transcribes, checks and proofreads complex and technical dictation - using shorthand - consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and contracts and proposals;
• Composes routine letters, memorandums and various articles;
• Operates photocopy and fax machines, calculators, and other office machines;
• Maintaining petty cash float in respective schools/departments/units;
• Assists with the organisation of meetings, including venues availability and hospitality; and
• Performs any other secretarial duties related to work as required.

Qualifications and Experience:

• Grade 12 or Form V Certificate minimum of 5 ‘O’ levels with credit or better in English and Mathematics;
• Must have attained a Shorthand Speed of 100 words per minute or better and Typing Speed of 65 words per minute or better from Pittman’s or Examinations Council of Zambia qualifications;
• A Diploma in Human Resource Management/Business/Public Relations will be an added advantage; and
• Minimum of three (03) years working experience in a high profile office.

Required Competencies and Behavioral Attributes:

• Must have good knowledge of oral and written English;
• Knowledge of office practices, procedures, systems and equipment;
• Must be responsible, mature, reliable and have a high level of confidentiality;
• Must be flexible and able to make independent decisions;
• Wide experience in Office Practice and Office Management;
• Good interpersonal skills;
• Must be innovative and disciplined; and
• Must be computer literate and able to use computers efficiently for word processing, emails and bookkeeping using a spreadsheet program and to enter and maintain schedules and produce departmental reports.

Reporting Relationship

• Immediate Supervisor: Head of Department/Unit
• Salary Scale: PSS 06

• Responds to inquiries requiring interpretations of routine policies, rules and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations;
• To maintain administrative, fiscal and academic records and to prepare reports and answer questions from such records;
• To establish and maintain effective working relationships with officials, employees, students and associates, and to effectively convey information;
• Interviews, screens, and refers clients and general callers, answers telephones and makes appointments for supervisors;
• Maintains an accurate and up to date filing system;
• Takes, transcribes, checks and proofreads complex and technical dictation - using shorthand - consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and contracts and proposals;
• Composes routine letters, memorandums and various articles;
• Operates photocopy and fax machines, calculators, and other office machines;
• Maintaining petty cash float in respective schools/departments/units;
• Assists with the organisation of meetings, including venues availability and hospitality; and
• Performs any other secretarial duties related to work as required.

• Good knowledge of oral and written English
• Knowledge of office practices, procedures, systems and equipment
• Responsible, mature, reliable and have a high level of confidentiality
• Flexible and able to make independent decisions
• Wide experience in Office Practice and Office Management
• Good interpersonal skills
• Innovative and disciplined
• Computer literate and able to use computers efficiently for word processing, emails and bookkeeping using a spreadsheet program and to enter and maintain schedules and produce departmental reports

• Grade 12 or Form V Certificate minimum of 5 ‘O’ levels with credit or better in English and Mathematics
• Shorthand Speed of 100 words per minute or better
• Typing Speed of 65 words per minute or better from Pittman’s or Examinations Council of Zambia qualifications
• Diploma in Human Resource Management/Business/Public Relations (added advantage)