Summary
Date Posted: Thursday, August 18, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
1.1 Job Purpose
The Executive Assistant provides comprehensive support to the Director General by managing the office operations. Also provides high quality and timely support services which include secretarial work, relationship and office management.

1.2 Key Responsibilities
a) Responds to enquiries and correspondence both telephone and written directed to the Director General (DG) in a timely manner and with consideration to the NAPSA policies and procedures to ensure information is received as planned.
b) Attends to matters of highly confidential and critical nature and also determining appropriate course of action in terms of referral or response upon DG’s approval.
c) Maintains efficient filing system of all documents and correspondence to and from the Director General’s office to ensure documents are easy to track and access.
d) Maintains efficiently the office of the Director General and ensures that all office equipment is in good working order
e) Books and assists to arrange meetings for the Director General to support the effectiveness in the delivery of duty and in the management of time.
f) Maintain the Director General’s calendar and schedule of appointments to ensure the appointments do not overlap.
g) Screen requests for meetings with the Director General to ensure only meetings that are of concern to the office are prioritised.
h) Coordinate the preparation of both local and international itineraries for the Director General, and confirm the travel bookings, freight, and hotel reservations to enhance ease and convenience of travel by the Director General.
i) Compiles and drafts letters and other documents as required to ensure timely communication of information that is critical in the delivery of service.
j) Follow up on matters as directed by the Director General, to ensure they are addressed in a timely manner.
k) Organize logistics for the Director General as requested to ensure efficiency in the delivery of service.
l) Provide administrative support in the preparation of annual reports to ensure the reports are delivered in a timely manner.
m) Facilitate a presentable and organized working environment for the Director General’s office to ensure the positive image of the Authority.
n) Attend to visitors to the Director General office in a polite manner and with consideration to office privacy and security, to pass the right image of NAPSA to the public, and to protect information in the office for unauthorised persons.
o) Proofreads reports and any other correspondence before the final sign-off by the Director General.
p) Maintains adequate office supplies such as stationery and consumables.
q) Manage telephone calls, enquiries, complaints e.t.c and direct them to appropriate Authority offices for action and monitor the responses.
1.3 Qualifications and Experience
• Grade 12 with five (5) “O” Levels with credit or better inclusive of Mathematics and English.
• Diploma in Secretarial Studies or equivalent.
• Bachelor’s Degree in Business Administration/Social Sciences or equivalent.

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

Job application procedure
Your application letter should be accompanied by CV and copies of relevant certificates and should also specify your contact address and telephone numbers(s).
Application letters should be addressed to:
Acting Director Human Resources and Administration
National Pension Scheme Authority
Levy Business Park
Church Road
P.O. Box 51275
LUSAKA
The closing date for receipt of applications is Tuesday, 30th August 2022.
PLEASE NOTE THAT:
• ANY FORM OF LOBBYING WILL LEAD TO AUTOMATIC DISQUALIFICATION OF THE CANDIDATE.
• ONLY APPLICANTS WHO MEET THE SPECIFICATIONS INDICATED ABOVE WILL BE
ACKNOWLEDGED.
BE SMART, SECURE YOUR FUTURE



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