Background

In line with our corporate priorities aimed at ensuring optimization of revenue collection and increased tax compliance on one hand and the need to effectively manage the numerous challenges and opportunities in the fast-changing business environment on the other, we are seeking highly motivated, result-oriented, well-qualified and experienced professionals to fill the following vacant position:

PERSONAL SECRETARY – ZRA07.3 POSITIONS: HUMAN RESOURCE FUNCTION

A. PURPOSE

Reporting to the Assistant Director or relevant Station Manager, the jobholder will provide quality secretarial services to the Assistant Director/Station Manager and staff so that they operate efficiently and effectively as they work towards meeting the business objectives of the station.

B. MAIN DUTIES/ACCOUNTABILITIES

• Compose routine correspondence, proofread and/or finalise letters, memorandums, reports or other documents for approval or signature of the Assistant Director.
• Screen all mail and telephone calls for the Assistant Director.
• Manage the Assistant Director’s diary.
• Arrange travel and accommodation for the Assistant Director.
• Compile and summarise data or reports from a variety of sources in accordance with specific instructions or procedures.
• Review documents for accuracy, completeness and compliance.
• Receive, record, monitor and coordinate business correspondence from taxpayers and other units within the Zambia Revenue Authority.
• Operate standard office equipment such as photocopying and fax machines.
• Prepare purchase and supply requisitions or other documents.
• Maintain efficient filing and bring-up systems for the Assistant Director’s office as well as for the unit.
• Manage efficiently the office of the Assistant Director and ensure that all office machines and equipment are in good working order.
• Maintain adequate office supplies such as stationery and consumables as well as petty cash.
• Maintain good relationships with taxpayers, external clients, ZRA management and staff.
• Arrange meetings for the Assistant Director with taxpayers and other stakeholders.
• Attend to all general enquiries for the unit and facilitate good communication and dissemination of general information.
• Ensure strict adherence to confidentiality when handling correspondence, reports, appointments and other matters.
• Plan and assign the work of Cleaners and Messengers, organise and coordinate work flow, establish priorities and deadlines, and review work for accuracy, timeliness and conformance with procedures and processes.
• Carry out any other duties as assigned by the Assistant Director from time to time.

C. MINIMUM REQUIREMENTS

• Grade Twelve (12) School Certificate or General Certificate of Education (GCE) equivalent;
• Advanced Certificate in Secretarial;
• Minimum of three (3) years work experience in a similar role;
• Computer literate (Microsoft Word, Excel, Access etc.); and
• Valid membership to Zambia Institute of Secretaries.

D. OTHER SKILLS AND ATTRIBUTES

• Principally and professional.
• Good client and customer service orientation.
• High level of confidentiality.
• Maturity and ability to work under pressure.
• Personal organisation and self-management.
• Excellent oral and written communication skills.
• Ability to provide quality service with minimum error rate.
• Good time management.
• High level of integrity.
• Sound judgement and balanced thinking.

• Compose routine correspondence, proofread and/or finalise letters, memorandums, reports or other documents for approval or signature of the Assistant Director.
• Screen all mail and telephone calls for the Assistant Director.
• Manage the Assistant Director’s diary.
• Arrange travel and accommodation for the Assistant Director.
• Compile and summarise data or reports from a variety of sources in accordance with specific instructions or procedures.
• Review documents for accuracy, completeness and compliance.
• Receive, record, monitor and coordinate business correspondence from taxpayers and other units within the Zambia Revenue Authority.
• Operate standard office equipment such as photocopying and fax machines.
• Prepare purchase and supply requisitions or other documents.
• Maintain efficient filing and bring-up systems for the Assistant Director’s office as well as for the unit.
• Manage efficiently the office of the Assistant Director and ensure that all office machines and equipment are in good working order.
• Maintain adequate office supplies such as stationery and consumables as well as petty cash.
• Maintain good relationships with taxpayers, external clients, ZRA management and staff.
• Arrange meetings for the Assistant Director with taxpayers and other stakeholders.
• Attend to all general enquiries for the unit and facilitate good communication and dissemination of general information.
• Ensure strict adherence to confidentiality when handling correspondence, reports, appointments and other matters.
• Plan and assign the work of Cleaners and Messengers, organise and coordinate work flow, establish priorities and deadlines, and review work for accuracy, timeliness and conformance with procedures and processes.
• Carry out any other duties as assigned by the Assistant Director from time to time.

• Good client and customer service orientation.
• High level of confidentiality.
• Maturity and ability to work under pressure.
• Personal organisation and self-management.
• Excellent oral and written communication skills.
• Ability to provide quality service with minimum error rate.
• Good time management.
• High level of integrity.
• Sound judgement and balanced thinking.

• Grade Twelve (12) School Certificate or General Certificate of Education (GCE) equivalent;
• Advanced Certificate in Secretarial;
• Computer literate (Microsoft Word, Excel, Access etc.); and
• Valid membership to Zambia Institute of Secretaries.