Vacancy title:
Secretarial/Administrative Officer

Jobs at:

Deadline of this Job:
Wednesday, December 18 2024 

Summary
Date Posted: Wednesday, December 11 2024, Base Salary: Not Disclosed

JOB DETAILS:
TERMS OF REFERENCE FOR SECRETARY/ADMINISTRATIVE OFFICER
Background
The Government of the Republic of Zambia (GRZ) has received financing from the World Bank (WB) towards the cost of implementing the Transport Corridors for Economic Resilience Project (TRACER) which will focus on three (3) key regional transport corridors namely the Serenje to Mpika, Kazungula to Katima Mulilo and the Lusaka to Luangwa Roads.

A Project Management Unit (PIU) will be established in the Ministry of Infrastructure, Housing and Urban Development (MIHUD). It will be led by a full-time Project coordinator and supported by a Secretary/Administrative Officer among other key staff.

The PIU will also ensure effective coordination between all the implementing agencies.

The MIHUD now wishes to engage the services of a suitably qualified candidate to fill the post of Secretary/Administrative Officer under the Transport Corridor for Economic Resilience (TRACER) Project:
1. Duty Station: TRACER Project Implementation Unit (PIU), Ridgeway, Lusaka
2. Reports to: Project Coordinator
3. Title: Secretarial/Administrative Officer (1 Post)
4. Responsible to: The Secretary/Administrative Officer shall be responsible to the Project

Coordinator in the provision of administration and Secretarial services at the project office.
Objectives of the assignment:

The Secretary/Administrative Officer will lead the provision of administrative and secretarial services at the Project Implementation Unit (PIU) Offices and ensure a smooth environment for project activities.

Duties and Responsibilities
The Secretary/Administrative Officer be required to undertake the following duties:
• Typing timely and accurately correspondence and documents in order to ensure production of documents.
• Receive daily correspondence and documents in order to ensure appropriate attention and action.
• Ensure timely and accurately appointments and assignments
• Attends timely and politely to visitors in order to enhance the image of the office.
• Takes dictation accurately in order to facilitate transcribing into mailable correspondence and documents.
• Attends to and makes telephone calls timely in order to facilitate communication.
• Undertake effectively human resources management functions in order to facilitate optimum utilization of human resources.
• Undertakes effectively maintenance of cleanliness of buildings and surroundings in order to create a conducive working environment.
• Undertakes timely provision of office space to officers in order to facilitate a conducive working environment.
• Undertakes timely provision and maintenance of office equipment in order to facilitate smooth operations.
• Attend to other assignment as and when assigned to ensure the smooth execution of the project.

Key Performance Indicators

Note: These indicators might be subject to change, in mutual agreement, from time to time, and as may be initiated by the Project Coordinator. Further the Actual ratings/scores shall be agreed upon with the Project Coordinator within the first six months from the appointment date.

Time Frame and Duration
This is a full-time position on the project with a probation period of Six (6) months. The service is initially for a period of two (2) years but is subject to renewal based on satisfactory performance and project demands.

Subject to the selection process, the successful candidate is expected to commence work immediately.

Required Qualifications and Experience:
• Grade 12 School Certificate
• Minimum of Certificate in secretarial and office management with Shorthand/Typing speed of 80/45. Diploma in Management Studies or equivalent will be an added advantage.
• At least 5 years of work experience in a similar field
• Familiarity with the relevant Government procedures and regulations.
• Good computer skills in Word, Excel, PowerPoint email and the internet.
• Good interpersonal relations.

Applications
Applicants who meet the above requirements should submit their application and certified copies of their certificates to the Permanent Secretary, Ministry of Infrastructure, Housing and Urban Development, P.O BOX 50235, Lusaka, Zambia.



Work Hours: 8

Experience in Months: 60

Level of Education: Professional Certificate

Job application procedure

Interested candidates, please click here to apply

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