Confidential Management Secretary

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Job Title: Confidential Management Secretary

Grade: P7/6

Unit/Section: Human Resources

Reporting Line: Executive Secretary

Station: Head Office

Town: Ndola

Type of Employment: Permanent and Pensionable.

Purpose of Role

To provide administrative support and assistance to the executive directors. Will be critical in ensuring smooth operations and effective communication within the department.

Duties and Key Responsibilities

Administrative Support: Provide administrative support to the executive director by managing calendars, scheduling meetings, and handling both open and confidential correspondence.

Document Management: Maintain and organize files, records, and documents, ensuring they are easily accessible and confidential. Keeping a record of incoming and outgoing files by recording them in the File Movement Register.

Communication: Act as a liaison between the executive director and internal/external stakeholders, conveying messages, and coordinating responses.

Travel Arrangements: Arrange travel itineraries, accommodations, and related logistics for the executive director as required.

Meeting Coordination: Coordinate and prepare materials for meetings, take minutes, and follow up on action items.

Office Management: Assist in maintaining a well-organized and efficient office environment, including ordering supplies, managing office equipment and office imprest for the executive director.

Data Entry: Perform data entry tasks accurately and efficiently as required by the executive director.

Qualifications/Requirements

Full Grade 12 Certificate.

Diploma in Secretarial, Business Administration, Human Resource or a related field.

Bachelor’s degree in Business Administration, Human Resource or a related field will be an added advantage.

Minimum of two (2) years’ proven experience as secretary preferably in a large organization will be an added advantage.

Knowledge and Skills

Strong organizational and time management skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Attention to detail and a high level of accuracy.

Ability to maintain confidentiality and handle sensitive information with discretion.

Professional and friendly demeanor, with strong interpersonal skills.

Understanding of public sector code of conduct will be an added advantage

Method of Application

All Interested candidates may submit hardcopies of application letters limited to one page explaining why they are the best candidate. Candidates may attach their detailed C.V. with all supporting documents and send to:

The Senior Manager Human Resources

Zambia Postal Services Corporation

Plot 17/18, Arusha Street

P.O. Box 71845

NDOLA

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED FOR INTERVIEWS

Zampost is an equal opportunity employer and encourages all that qualify to apply regardless, of age, sex, or ethnic background.

Application deadline
22 Dec 15:00