Role Summary

We are seeking highly skilled and experienced Secretaries to provide secretarial, clerical, and administrative support to Heads of Departments, to enhance operational efficiency, and ensure the timely execution of regulatory and support functions

Key Responsibilities

Typing and Document Preparation

Undertake timely and accurate typing of official documents, reports, and correspondence to ensure high standards and support effective communication

Dictation and Transcription

Undertake accurate dictation and transcription into mailable documents to facilitate timely decision-making and documentation.

Diary and Meeting Management

Undertake accurately, the maintenance of the official diary and schedule meetings for supervisors in order to support the fulfillment of appointments and optimize time management.

Correspondence Handling

Undertake timely receipt and dispatch of internal and external correspondence to maintain effective communication and support decision-making.

Communication Management

Undertake effective management of internal and external communications to facilitate transactions and maintain consistent information flow.

Minute Taking and Report Drafting

Undertake accurately, recording and drafting of minutes of meetings to document resolutions and support timely follow-up of action points.

Records and File Management

Undertake the maintenance of confidential and general records to ensure accurate storage, compliance, and easy retrieval of information.

Filing and Retrieval

Undertake systematically, filing and retrieval of office documents to preserve institutional memory and support ongoing operations.

Office Supplies and Maintenance

Undertake the monitoring of office supplies effectively and provide basic office upkeep in order to maintain an organized and operational work environment.

Travel and Logistics Coordination

Undertake timely arrangement of travel and logistical support for officers to enable smooth execution of assignments and technical engagements.

Reception and Client Interaction

Attending to visitors and telephone calls to project a professional image and ensure quality service delivery.

General Office Support

Undertake routinely the provision of administrative assistance, including photocopying, scanning, and requisitions in order to ensure smooth office operations.

Reports

Undertake timely preparation and submission of mandatory operational reports to monitor activity implementation and support informed decision-making.

Performance Management

Undertake timely development and implementation of individual work plans in order to ensure synergistic integration, as well as monitor, evaluate, and enhance performance.

Minimum Requirements, Skills, and Key Competencies

Full-Form V or Full Grade 12 School Certificate.
Diploma in Secretarial Studies from a reputable Institution.
Certificate in typing and Shorthand 80/45 WPM.
Minimum Relevant Job Experience of 2 years.
Member of Secretaries Association of Zambia with a Valid Practicing Certificate.
Exceptional analytical, problem-solving, and decision-making skills.
Excellent written and verbal communication skills.
High level of integrity and ability to handle sensitive information.
Team management abilities.
Proven ability to manage multiple priorities in a fast-paced environment.

Why Join Us?

Work with a passionate and dynamic team.
Competitive salary and comprehensive benefits package.
A culture of innovation, inclusivity, and professional development.

To apply for this role, go to:https://forms.gle/fQWUYbCZNeNdf5Mb9

TAKE NOTE:

The application deadline shall be 17:00 hours on Tuesday, 19^th May, 2026.
If you do not meet the mandatory requirements, DO NOT APPLY.
Only candidates who meet the minimum qualifications and experience required shall be considered for shortlisting.
Shortlisted candidates shall be invited for interviews.
No form of lobbying or corruption will be allowed.

NCZ IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Nitrogen Chemicals of Zambia Limited

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