Summary
Date Posted: Thursday, November 11, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
The company is inviting for applications from highly motivated, result oriented, qualified and experienced persons to fill the following vacancy:
Sales and Executive Assistant to the General Manager / CEO
Essential/Primary Responsibilities:

Executive Support
Assists the General Manager/CEO with daily administrative duties and completes a broad variety of administrative tasks. Assist with various assignments, including special projects, arranging detailed travel plans/ itineraries, hotel accommodation and completing expense reports. Maintain GM/CEO’s appointment schedules and activity calendar and prepares agendas and documents for meetings. Anticipate CEO’s needs in advance of meetings, conferences, business trips etc. Communicates directly and on behalf of the GM/CEO with Board members, Shareholders, EXCO and other stake holders on various matters as directed. Evaluate and assist in preparing reports, memos, communication letters, developing office policies and procedures for improved work flow and anticipate future needs as the organization grows. File and maintain contact information, minutes of meetings, reports, memos, communication letters, correspondence with various institutions, confidential files, administrative policies and procedures. Supports GM/CEO in his/her external commitments, including service on external committees and other groups. Work closely with the GM/CEO to keep him/her well informed of issues taking place in the environment upcoming events, commitments and responsibilities, and follow up appropriately. Manages board/ management activities, which include coordinating meetings, notices, distributing board and meeting materials, preparing the meeting room, conference calls, presentations and arranging meals/dinners.

. Sales And Marketing
Assist with identifying new business opportunities to improve product marketability, profitability and sales revenue.
Coordinating with Mine Manager and production team in preparation of monthly sales plans.
Responsible for making sure planned sales targets are achieved through quick processing of paper work.
Arranging and processing sales documentation for clients including quotations, commercial invoices and export documents.
Organizing shipments and following up on container/ air freight movements and accompanying documents including bookings, BOL, waybills, certificates of origin, insurance, export clearance.
Provide regular and timely communication updates to clients.
Maintaining the stock movement report and ensuring that high grade stock takes are carried out on a regular basis.
Respond and follow-up on new and old customers’ enquiries and requests.
Responsible for ensuring a high level of customer satisfaction.
Coordinate with Sales and Marketing Manager in preparing the sales and marketing reports on a monthly basis or as may be required.
Developing and maintaining strong positive on going relationships with all clients.

Secondary Responsibilities:
Provide assistance as needed to the front desk operations to include but not limited to the following:
• Prepare budget recommendations for GM/CEOs office, meetings, trips and events.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute papers, parcels, documents and accept packages/ deliveries on behalf of the company.
• Manage petty cash reimbursements and reconciliation for the GM/CEOs office.
• Provide “gatekeeper” and “gateway” role, for meetings/appointments by providing a bridge and direction to clients and staff in the organisation.
• Other projects/duties as assigned for the overall benefit of the organization.

Qualification, Experience & Other Attributes

• Full grade 12 School certificate with a Diploma or Degree in Sales & Marketing, Business Administration or any other business course.
• At least 2 years working experience, with ability to work under minimum supervision
• Computer literate with expert proficiency in Microsoft Office (MS Word, EXCEL and PowerPoint) and ability to design and edit graphic presentations and materials.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, organizational staff, community leaders, and business clients.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.
• Excellent written and spoken English with excellent management, and problem-solving skills.
Salary: Negotiable
Location: Lusaka

Work Hours: 8

Experience in Months: 24

Level of Education: Associate Degree

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Job application procedure
Applicants who meet the above requirements are invited to send their Curriculum Vitae to wamusimenda@karibaminerals.com. The closing date for receipt of applications is Friday 19th November, 2021. Please do not send scanned copies of your educational qualifications at this stage and clearly indicate the job applied for in the subject line.
Only shortlisted candidates will be contacted.

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