Personal Assistant to Director

Qualifications and Experience Requirements

• Full Grade Twelve School Certificate with a minimum of five (5) “O” levels including English and Mathematics
• Diploma in Secretarial Studies or Communication sciences
• Degree in Journalism or Communication Sciences is an added advantage.
• Minimum of three years of administrative and secretarial experience at an executive level
• Proficiency in ICT – Microsoft Office Package (Word, PowerPoint, and Excel).
• Shorthand/typewriting speed of at least 65 words per minute.
• MISA Zambia membership is an added advantage

Main Duties

• Screen telephone calls and visitors to the Director and determine needs and provide information
• Exercise discretion in arranging appointments and maintaining a calendar for the Director
• Record and inform the Director of all scheduled appointments/ meetings
• Provide administrative support to the Director
• Open, record, review, sort, and screen mail and distribute to relevant offices
• Draft and edit responses to correspondence as well as reports for submission to the Director for clearance
• Ensure timely, effective, and efficient dissemination of information about the MISA Zambia, internally and externally
• Schedule Management meetings for the Centre
• Provide secretarial services to the Management Committee
• Prepare notices, agenda, and supporting documentation for meetings conducted by the Director
• Prepare and follow up resolutions of meetings chaired by the Director
• Maintain a record of matters in progress and make follow-ups on pending matters in the office of the Director
• Undertake effective records management in order to facilitate easy access and retrieval of information.
• Collect background information and documentation on matters addressed to the Director for purposes of effective decision making
• Ensure the availability of speeches, briefs, and statements for the Director
• Participate in the preparation of the Centre budget
• Determine and replenish office supplies for the Director’s office
• Ensure proper record keeping in the office of the Director
• Arrange travel itineraries, including airline, hotel reservations, and related activities for the Director and person/s coming from within or outside the Country vising the Director
• Participate in the preparation of annual reports for the MISA Zambia
• Assist in some project implementation
• Do some programs activities

Desired Personal Attributes

• Confidentiality
• Good interpersonal skills
• Tact and courtesy
• Maturity
• Diplomacy

If you meet the above requirements (women are encouraged to apply) and are interested, please send your CV to fao@misazambia.org.uk or info@misazambia.org.uk or bring it in person to MISA Zambia office: Plot Number 3814, Martin Mwamba Road Off Great East, Lusaka

Closing date: 30th April 2023.