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Management Secretary

The Council of the Zambia Institute of Advanced Legal Education (ZIALE) is looking for a suitably qualified, experienced and result oriented person to fill the position of Management Secretary.

Job Purpose

  • To provide confidential and personal secretarial services to the Director and Chief Executive Officer in order to facilitate the achievement of corporate objectives.

Main Duties and Accountantabilities

  • Takes short hand dictation, types from shorthand or manuscript correspondence such as memoranda, letters, Board papers and submits to the supervisor for signature before dispatching to the addressees;
  • Receives and stamps all in-coming mail, classifies and records it before forwarding the same to the supervisor and other officials, as appropriate;
  • Maintains an efficient and effective filing system and an up to-date index system for ease of reference;
  • Drafts and types routine letters based on precedent for the superiors signature; and signs such letters in the absence of the superior to ensure minimum delay;
  • Receives and filters telephone calls, screens visitors and arranges interviews appropriately to cut down on unnecessary interruptions;
  • Operates the fax machine to facilitate speedy transmission of the superiors confidential and other business messages;
  • Prepares and serves beverages to the superior and visitors while performing other duties;
  • Orders and keeps reasonable stock of office stationery and other requisite items to facilitate movement of correspondence;
  • Maintains an appointment diary, arranges weekly and monthly work schedules and reminds the superior of such appointments before they fall due;
  • Makes internal and external travel arrangements including accommodation, official lunches/dinners for the superior in order to optimize efficiency;
  • Liaises with Human Resource and Administration Department and acts as a resource person in recruitment of secretarial staff; and
  • Coordinates with Human Resource and Administration Department in the supervision of the Office
  • Orderly to ensure high standards of office cleanliness.

Qualifications and Experience

  • Grade 12 with 5 “CY levels credits or better including English;
  • Certificate in Secretarial with Shorthand and Wpewriting Speeds of 120/65 WPM respectively; Diploma in Secretarial
  • Minimum 5 years working experience in a similar position; and
  • Membership with Professional Secretaries Association of Zambia (PSAZ);
  • Key Attributes
  • Mature, hardworking and ability to perform duties at odd hours;
  • Must be punctual at work;
  • High level of accuracy in work output;
  • Prompt in completing given tasks/assignments;
  • High degree of confidentiality;
  • High level of integrity and trustworthiness

How to Apply

Interested persons should send a cover letter, detailed Curriculum Vitae and certified copies of certificates to:

The Director Zambia Institute of Advanced Legal Education,

36983 Andrew Mwenya Road,

Rhodespark,

PO Box 30690

Lusaka.

Application deadline
19 Oct
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