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

1. Administrative Support: Provide administrative support to the executive director by managing calendars, scheduling meetings, and handling both open and confidential correspondence.
2. 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.
3. Communication: Act as a liaison between the executive director and internal/external stakeholders, conveying messages, and coordinating responses.
4. Travel Arrangements: Arrange travel itineraries, accommodations, and related logistics for the executive director as required.
5. Meeting Coordination: Coordinate and prepare materials for meetings, take minutes, and follow up on action items.
6. 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.
7. 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