Personal Assistant – (Short-term)

  • Contract
  • Lusaka, Zambia
  • Applications have closed

State Owned Enterprise

JOB PURPOSE

To provide secretarial and administrative support.  Acts as the first point of contact with clients coming to the superior. Dealing with correspondence, and phone calls, managing diaries, and organizing meetings, and appointments. Controlling access to the superior, booking, and arranging travel, transport, and accommodation, and organizing events and conferences.

KEY RESULT AREAS AND PRINCIPAL ACCOUNTABILITIES

Office Maintenance

  • Ensures offices are properly maintained (cleaned & organized).

Customer Relations

  • Ensure all Clients (internal & external) are courteously and professionally attended to.

Official diary management

  • Ensures an active official calendar diary is properly maintained and managed for Executive Officers.

Communication

  • Ensures all telephone calls are professionally attended to timely.
  • Ensures all written correspondences are efficiently and effectively conveyed to recipients timely.

Administration Support (Protocol Services)

  • Ensures efficient assigned protocol services to VIPs are provided.

Increased efficiency

  • Ensure improved operational efficiency.

Enhanced employee engagement and performance

  • Timely submission of completed performance contract to supervisor.
  • Suggest and propose initiatives to support corporate values suggested to the supervisor.
  • Ensure submission of completed Performance Appraisal form to supervisor.
  • Periodically submits required reports relating to mentorship and training/coaching programs to
    the department in charge of Human Capital.

Furtherance of the Company’s Interests

  • Exercise the powers and duties generally exercised by Personal Assistant in the furtherance of the interests of the company as may be authorized and or delegated by the Supervisor.

Improved Working Environment

  • Undertakes improved working environment (Safety, Health, and sanitation) for the reception area.

Health and Safety

  • Take reasonable care for own health and safety as well as that of other employees, clients, and others as may be required from time to time.

Meetings

  • Attend staff/departmental meetings.

Reports

  • Submits weekly/ monthly reports for Executive Office .

Any other Duties

  • Perform any other job-related duties as assigned

MINIMUM QUALIFICATIONS/ EXPERIENCE/ SKILLS REQUIRED

Minimum Qualifications and Experience Requirements

  • Grade 12 School Certificate with five (5) ‘O’ Levels
  • Diploma in Business Management, Public Relations, Human Resource Management, Administration, Secretarial or equivalent Professional Qualifications in relevant field from a reputable institution
  • Relevant Professional Membership
  • Two (2) years relevant experience in a similar role.

Key Knowledge and Attributes
Strong organizational and time management skills.

  • Proficiency in Microsoft Office Suite.
  • Conversant with records management procedures.
  • Excellent communication skills, both written and verbal.
  • Ability to handle sensitive and confidential information with discretion.
  • Detail-oriented and capable of multitasking.

APPLICATION GUIDELINES

Applications for this role should be received on or before Tuesday 12th March 2024.

Apply by clicking on this link.


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