Summary
Date Posted: Friday, August 30 2024, Base Salary: Not Disclosed

JOB DETAILS:
Purpose Of The Job
Reporting to the Executive Director, the Administrative Assistant is responsible for the administrative and secretarial services in order to facilitate smooth operations for the office of the Executive Director.
Output 1: Administrative Support
Definition: Ensure timely availability of secretarial services in order to enhance operations of the Office of the Executive Director. Typing from shorthand notes or manuscript, letter, memoranda, tables, reports and other documents of a routing and confidential nature;
Output 2: Document Management
Definition: Maintain and organise files, records, and documents, ensuring they are easily accessible. Keeping a record of incoming and outgoing files by recording them in the file movement register. Handle confidential information with discretion and professionalism.
Output 3: Communication
Definition: Act as a liaison between Executive Director and internal/external stakeholders, conveying messages and coordinating responses.
Output 4: Travel Arrangements
Definition: Arrange travel itineraries, accommodation, and related logistics for the Executive Director as required.
Output 5: Meeting Coordination
Definition: Manage the Executive Director’s calendar, scheduling meetings and appointments. Prepare materials for meetings, take minutes and follow-up on action items.
Output 6: Coordinated Board Meetings
Definition: Confirmed Board meetings held according to scheduled dates and necessary administrative logistical support provided and other duties as assigned by the supervisor.

Qualifications, Experience and Personal Attributes
• Full Grade Twelve (12) Certificate (5’O’ levels with Credits or better including English).
• Bachelor’s Degree in Secretarial or any Social Science
• Minimum Shorthand Typewriting (100 and 55 WPM)
• Proven experience as an Executive Assistant or similar role supporting senior executives
• Exceptional organizational and time management skills. Strong communication and interpersonal abilities
• Proficiency in Microsoft Office suite and other office software Ability to multitask and prioritize tasks effectively
• Member of the Zambia Institute of Secretaries (ZIS)

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• To apply, individuals who are suitably qualified and interested should submit their application letters along with detailed CVs, three (3) traceable referees, and certified copies of academic and professional qualifications in a sealed envelope. Please clearly mark the envelope with the position you are applying for and send it to the address provided below:
• The Human Resource and Administration Manager
Tobacco Board of Zambia
Plot No. 19288, Mungwi Road,
Heavy Industrial Area
PO Box 31963
LUSAKA
• Closing date for receipt of applications is 13th September 2024.
• PLEASE NOTE THAT ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED

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