ABOUT THE COMPANY

Luapula Water Supply and Sanitation Company Limited (LpWSC) are a Commercial Water Utility Company, which was incorporated under the Companies Act (Cap 388 of the Laws of Zambia) as a limited liability company (by shares) in December 2008. The Company’s was established to provide water supply and sanitation services in all the Areas of Luapula Province (Urban and Rural areas). Operations of the Company begun in 2009 and it is currently present in Six (6) out of the Twelve (12) districts of the province, namely: Mansa, Samfya. Kawambwa, Mwense, Nchelenge and Chienge.

Being an Equal Opportunity Employer, LpWSC now seeks to recruit high profile, self-motivated, innovative, honest, committed, adequately and appropriately experienced, dynamic and skilled person to fill the following vacant position:

POSITION:    EXECUTIVE ASSISTANT

JOB PURPOSE:

Reporting to the Managing Director, the position is responsible for providing high-level administrative support and secretarial services to the Managing Director, as well as to seamlessly organize Managing Director’s day-to-day operational activities and to be the point of contact among executives, employees, clients, and external partners.

MAIN DUTIES AND RESPONSIBILITIES:

1.    Ensures proper record keeping of Contract documents, Files, Memoranda of Understanding, correspondences and all other documentation in the Office of the Managing Director by designing and maintaining a filing and indexing system that guides the coding, storage, retrieval, retention and destruction of records.

2.    Exercises discretion in arranging appointments and maintaining the calendar of activities and scheduling meetings for the Managing Director.

3.    Screens all visitors, telephone calls, and correspondences to the Managing Director and determines support requirements, needs, and provides prompt information.

4.    Analyses Correspondences and Reports requiring Managing Director’s Feedback and provides professionally crafted Draft Letters and other Written Responses to Managing Director’s clearance before such official feedback/information is given.

5.    Acts as the primary point of contact among executives, employees, clients, and external partners to ensure timely, adequate, effective and efficient dissemination of information about the Company both internally and externally.

6.    Secretariat Services: Schedules all management meetings of the Company and provides Secretarial Services for Meetings chaired by Managing Director as well as provide administrative support to the Senior Management Team of the Company.

7.    Follow-up Actions: Prepares Minutes, Action Points and follows up on execution of Resolutions and Action Points from Meetings chaired by the Managing Director.

8.    Speeches and Briefs: Crafts and/or ensures the availability of professionally crafted speeches, briefs and statements for the Managing Director.

9.    Budget: Participates in the preparation of the Company budget.

10. Arranges travel itineraries and logistics, including airline, road transport, hotel reservations, and related activities for the Managing Director, and other person(s) coming from within or outside the country visiting the Managing Director.

11. Reports: Coordinates the preparation and compilation of daily, weekly, monthly, quarterly and annual operational reports for the attention of Managing Director.

12. Performs any other duties lawfully assigned by the supervisor from time to time.

QUALIFICATIONS AND EXPERIENCE:

1.    Grade 12 Certificate with a minimum of University-Entry Qualification Grades in Five (5) “O” levels, which must include Credits or Better in English and Mathematics.

2.    Bachelor of Arts degree in Management, Business Administration, Legal Studies, Human Resource Management, Public Administration, or any other relevant field.

3.    Diploma in Secretarial Studies, with Typing speed of at least 65 words per minute will be added advantage.

4.    Minimum of Five (5) years’ traceable experience supporting Chief Executives.

5.    Must have a sound understanding of Administration and Management.

6.    Must have proof of valid membership of a relevant Professional body.

OTHER COMPETENCIES / SKILLS / ATTRIBUTES:

1.    Proficiency in ICT – Microsoft Office Package (word, power point and excel).

2.    Must have a sound understanding of Administration and Management.

3.    Excellent written and verbal communication skills

4.    Outstanding organizational and time Management Skills, with the ability to multitask

5.    Demonstrated professionalism, confidentiality and discretion in handling sensitive information

6.    Detail – oriented with the ability to deliver accurate work within set deadlines

7.    Effective administration, conflict management and people management skills.

8.    Ability to handle work pressure to meet changing priorities and work demands

9.    Strong decision-making and problem-solving skills