EMPLOYMENT OPPORTUNITIES

The Zambia Law Development Commission (ZLDC), a statutory body established under the Zambia Law Development Commission Act, Chapter 32 of the Laws of Zambia, invites applications from suitably qualified and experienced Zambians to fill the following vacant positions arising from the approved revised organisational structure.

SECRETARY (GRADE: ZLDC 5)

Report to

Executive Assistant

Job Purpose

To undertake the provision of comprehensive secretarial and administrative support services to the Office of the Director and Commission Secretary in order to facilitate efficient, secure, and effective office operations.

Key Duties and Responsibilities

Correspondence Management: Receive, log, and route internal and external correspondence daily to ensure prompt attention and action.

Document Production: Undertake accurate, high-quality typing of documents and take dictation/shorthand to facilitate timely transcribing into mailable correspondence.

Diary Management: Maintain an accurate and up-to-date official diary of appointments, meetings, and assignments for department officers.

Communication Link: Manage incoming and outgoing telephone calls professionally to facilitate seamless internal and external communication.

Visitor Relations: Receive and attend to office visitors politely and professionally to enhance the corporate image of the Commission.

Office Hospitality: Coordinate and serve refreshments to officers and official visitors during meetings.

Resource Custody: Maintain responsibility and care for all office equipment and resources under the job holder’s charge.

Minimum Qualifications

Minimum Formal Education

Full Form V / Grade 12 School Certificate with at least five (5) O-Level credits, including English Language.

Professional Qualifications

• Diploma in Secretarial Studies (Typing and Shorthand).
• Certified Shorthand speed of 80 wpm and Typing speed of 45 wpm.
• Valid membership with the Professional Secretaries Association of Zambia (PSAZ).

Minimum Relevant Experience

Two (2) years of practical pre-job experience in a busy professional or public service environment.

• Receive, log, and route internal and external correspondence daily to ensure prompt attention and action.
• Undertake accurate, high-quality typing of documents and take dictation/shorthand to facilitate timely transcribing into mailable correspondence.
• Maintain an accurate and up-to-date official diary of appointments, meetings, and assignments for department officers.
• Manage incoming and outgoing telephone calls professionally to facilitate seamless internal and external communication.
• Receive and attend to office visitors politely and professionally to enhance the corporate image of the Commission.
• Coordinate and serve refreshments to officers and official visitors during meetings.
• Maintain responsibility and care for all office equipment and resources under the job holder’s charge.

• Shorthand speed of 80 wpm
• Typing speed of 45 wpm
• Professional telephone etiquette
• Visitor relations
• Office equipment maintenance

• Full Form V / Grade 12 School Certificate with at least five (5) O-Level credits, including English Language.
• Diploma in Secretarial Studies (Typing and Shorthand).
• Certified Shorthand speed of 80 wpm and Typing speed of 45 wpm.
• Valid membership with the Professional Secretaries Association of Zambia (PSAZ).