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31 Dec 2022

Temporal Pool Secretary (Five Months Short Term Contract) at Securities and Exchange Commission

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Job Description

Job Title: TEMPORAL POOL SECRETARY (FIVE MONTHS SHORT TERM CONTRACT)

AVAILABILTY: IMMEDIATE

3.1 Job Purpose: To provide secretarial and administrative support to the Directorates of Market Supervision & Development, Enforcement & Legal Services and Finance & Administration in order to ensure efficient and effective operation of the Directorates.

3.2 Key Result Areas and Accountabilities

Key Result Area Principal Accountabilities (Main Duties) 
Document Production Types and proof reads for correctness, a variety of correspondence, reports, memoranda, manuscripts and notes of routine and confidential nature as assigned.Takes dictation using shorthand and transcribes, ensuring that spelling, punctuation and format are correct; prepares letters, memos for signatures, checking enclosures and addresses

Receives and screens incoming letters, memos, faxes and e-mails and ensures that relevant background information is attached.

Drafts standard letters, acknowledgements in reply to correspondence, invitations and queries and sends e-mails on routine matters
Electronic Diary Management Makes and confirms appointments for meetings and people wishing to see the Directors/Managers, ensuring that appointment dates and times are suitable
Handling of Telephone Calls/Receive Messages Receives and makes telephone calls for and on behalf of the Directorates in order to facilitate effective communication
Arrangement of departmental /Committee Meetings/Workshops Makes arrangements for departmental meetings, takes notes at these meetings and prepares minutes as and when required
Make Travel Arrangements Makes travel and accommodation arrangements, making bookings and obtaining/confirming tickets and drawing the necessary subsistence and travel allowances as may be required for Directors/Managers
Mail Delivery and Distribution Ensures speedy delivery/distribution and tracking of mail using an Activity Log
Filing Maintains an up-to-date filing system for office files on various subjects and other documents for the Directors/Managers.
Receive Clients Receives and screens clients to Directors/Managers and refers those that can be attended to by other relevant officers
Receive duties from all Directorates Day to day assignment and duties as they arise.
Assist with other duties as may be assigned by Management Management may assign any other lawful duties within confines of working environment.

3.3 Required competencies and personal attributes:

  • Good knowledge of modern office procedures
  • Personal organization
  • Telephone etiquette
  • Should be willing to take additional responsibilities
  • Initiative and ability to work under pressure
  • Confidentiality

3.4 Qualifications

  • Grade 12 School Certificate
  • Secretarial Diploma, 120/60 wpm shorthand and typing.
  • Diploma in Business Administration/Business management

Minimum relevant work experience.

  • 5 years’
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Method of Application

All interested persons meeting the above criteria should send their written applications with copies of academic and professional qualifications, recent curriculum vitae and referees (two of whom should be professionally acquainted with the candidate) including their contact numbers and email address to: The Chief Executive Officer, Securities and Exchange Commission, Plot No. 3827, Parliament Road, Olympia, P.O. Box 35165, Lusaka.

CLOSING DATE FOR THE RECIEPT OF APPLICATIONS IS Friday, 6th January 2023


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