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

JOB DETAILS:

Purpose Of The Job
To act as first point of contact for callers and visitors and ensure that callers and visitors are helped and provided with appropriate information requested or directed to appropriate offices and offering secretarial support to Management.
Principal Job Accountabilities (Key Outputs)
Output 1: Screened Visitors
Definition: Walking in visitors screened and assisted with the necessary information as required
Output 2: Screened Callers
Definition: Telephone calls screened and callers are helped with the necessary information as required or routed to appropriate offices.
Output 3: Dispatched Mails
Definition: Incoming correspondences are dispatched to appropriated office within acceptable timeframe.
Output 4: Delivered Messages
Definition: Messages for staff received from callers and visitors are recorded and delivered to intended recipients.
Output 5: Maintained Mail Records
Definition: Incoming and outgoing mail recorded and details are traced when need arise.
Output 6: Maintained Directory
Definition: Internal company directory is up-to-date, maintained and callers are directed to appropriate office.
Output 7: Appealing Reception Area
Definition: Reception area maintained according to safety and heathy procedures, rules, and regulations and is appealing to the public.
Output 8: Administrative Support
Definition: To effectively and efficiently provide secretarial services to all Management team.

Qualifications, Experience and Personal Attributes
• Full Grade Twelve (12) Certificate (5 ‘O’ levels with Credits or better including English).
Diploma in Secretarial /Office Management and additional Diploma in Social Sciences as an added advantage
• Training in MS Office packages.
• Minimum Shorthand 90/45 WPM.
• Strong communication and interpersonal abilities
• Ability to multitask and prioritize tasks effectively Member of Zambia Institute of Secretaries.

Experience
At least three (3) years experience of office operations experience, and interacting with all sorts of people). Ability to manage visitors’ requests and refer visitors/callers appropriately. Ability to demonstrate sufficient initiative to deal with a wide range of enquiries.


Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Professional Certificate

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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