ABOUT NIPA

The National Institute of Public Administration (NIPA) is Zambia’s premier Management Development Institution, operating under the Office of the President Established under NIPA Act No. 15 of 1998 and recognized under Gazette Notice No. 732 of 2023 as one of ten public higher learning institutions in Zambia, the Institute delivers programmes in public administration, management, and leadership, and is mandated to provide mandatory public service training and certification. NIPA operates five (5) campuses nationally and serves over 8,000 learners. Guided by its four (4) operational areas namely (1) mandatory public service training and certification; (2) academic education; (3) research, consultancy, collaborations and development, and (4) commercialization of business entities, NIPA is at the forefront of strengthening governance and human capital development.

JOB PURPOSE

To provide high-level administrative, coordination, and executive support to the Office of the Executive Director and Central Administration, ensuring efficient operations, effective stakeholder communication sound records management, and the timely execution of institutional priorities and decisions.

KEY RESPONSIBILITIES

• Provide confidential, high-level administrative and secretarial support to the Executive Director, including dairy management, correspondence, and travel coordination.
• Draft, review, and manage executive correspondence, reports, memoranda, Board papers, and official documents to the highest professional standard.
• Coordinate and service meetings of the Executive Director’s Office, including preparation of agendas, compilation of meeting packs, recording of minutes, and follow-up on action items and decisions. Maintain an efficient filing, records management, and document retrieval system for the Executive Director’s Office, ensuring confidentiality and compliance with institutional policies
• Support human resource-related administrative functions, including recruitment documentation. maintenance of staff records, and preparation of performance reports.
• Prepare and consolidate periodic reports (monthly, quarterly, and annual) for the Executive Director’s review and onward submission
• Serve as the first point of contact for the Executive Director’s Office, managing internal and external communications with professionalism and discretion
• Organize official events, stakeholder engagements, conferences, and institutional functions on behalf of the Executive Director’s Office
• Monitor and track the implementation of decisions and assignments emanating from the Executive Director’s Office, ensuring timely follow-up and reporting

REQUIRED QUALIFICATIONS

• Must have a Grade 12 School Certificate with at least five Credits or better that must include English Language.
• Must have a Diploma in Secretarial and Office Management from a reputable and accredited College.
• Must have a Certificate in Shorthand and Typewriting with speeds of 100/120 wpm in shorthand and 55/65 wpm in typewriting.
• A Bachelors in Secretarial and Office Management or any other degree from a reputable and accredited University will be an added advantage.
• Must have a minimum of three years post-qualifying experience in secretarial duties or office management in a busy and reputable organization at a similar or higher level.
• Must have functional computer skills in Word, Excel and PowerPoint.
• Must be a fully paid-up member of the Zambia Institute of Secretaries. (ZIS)

REQUIRED EXPERIENCE

A minimum of five (5) years’ experience in administration, human resource management, or office coordination, preferably gained in one or more of the following environments:

• Human Resource Management hands-on experience in HR operations, staff records management, performance tracking, and employee relations.
• Management/Corporate Environment – experience providing executive-level administrative support in a structured organizational setting, with exposure to Board and committee servicing, report preparation, and institutional correspondence.
• Education/Higher Learning Institution experience working within a university, college, training institution or public service environment, with familiarity in academic administration, learners records, training or public service coordination.

CORE COMPETENCIES AND SKILLS

Technical Competencies

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent report writing, minute-taking, and documentation skills
• Strong records and information management capabilities
• Knowledge of public service regulations and procedures

Behavioural Competencies

• Exceptional organisational and time management skills
• Strong interpersonal, communication, and negotiation skills
• High integrity and ability to handle confidential information
• Proactive, innovative, and results-oriented disposition
• Ability to work independently and collaboratively under pressure

• Provide confidential, high-level administrative and secretarial support to the Executive Director, including dairy management, correspondence, and travel coordination.
• Draft, review, and manage executive correspondence, reports, memoranda, Board papers, and official documents to the highest professional standard.
• Coordinate and service meetings of the Executive Director’s Office, including preparation of agendas, compilation of meeting packs, recording of minutes, and follow-up on action items and decisions. Maintain an efficient filing, records management, and document retrieval system for the Executive Director’s Office, ensuring confidentiality and compliance with institutional policies
• Support human resource-related administrative functions, including recruitment documentation. maintenance of staff records, and preparation of performance reports.
• Prepare and consolidate periodic reports (monthly, quarterly, and annual) for the Executive Director’s review and onward submission
• Serve as the first point of contact for the Executive Director’s Office, managing internal and external communications with professionalism and discretion
• Organize official events, stakeholder engagements, conferences, and institutional functions on behalf of the Executive Director’s Office
• Monitor and track the implementation of decisions and assignments emanating from the Executive Director’s Office, ensuring timely follow-up and reporting

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent report writing, minute-taking, and documentation skills
• Strong records and information management capabilities
• Knowledge of public service regulations and procedures
• Exceptional organisational and time management skills
• Strong interpersonal, communication, and negotiation skills
• High integrity and ability to handle confidential information
• Proactive, innovative, and results-oriented disposition
• Ability to work independently and collaboratively under pressure

• Must have a Grade 12 School Certificate with at least five Credits or better that must include English Language.
• Must have a Diploma in Secretarial and Office Management from a reputable and accredited College.
• Must have a Certificate in Shorthand and Typewriting with speeds of 100/120 wpm in shorthand and 55/65 wpm in typewriting.
• A Bachelors in Secretarial and Office Management or any other degree from a reputable and accredited University will be an added advantage.
• Must have a minimum of three years post-qualifying experience in secretarial duties or office management in a busy and reputable organization at a similar or higher level.
• Must have functional computer skills in Word, Excel and PowerPoint.
• Must be a fully paid-up member of the Zambia Institute of Secretaries. (ZIS)