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ZCAS
Vacancy title:
Executive Assistant
[ Type: FULL TIME , Industry: Education, and Training , Category: Admin & Office ]
Jobs at:
ZCAS
Deadline of this Job:
Thursday, February 29 2024
Duty Station:
Within Zambia , Lusaka, South – Central Africa
Summary
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JOB DETAILS:
Job Purpose:
Reporting to the Assistant Financial Accountant, the position is responsible for the maintenance of financial records in order to facilitate preparation of financial statements.
Main Duties And Responsibilities:
- Screens telephone calls and visitors to the Executive Director and determine needs and provide information.
- Exercise discretion in arranging appointments and maintaining the calendar for the Executive Director.
- Records and informs the Executive Director on all scheduled appointments/meetings.
- Provides administrative support to the Senior Management Team.
- Opens, records, reviews, sorts and screens mail and distributes to relevant offices.
- Drafts and edits responses to correspondence as well as reports for submission to the Executive Director for clearance.
- Ensures timely, effective and efficient dissemination of information about the Centre internally and externally.
- Schedules all management meetings for the Centre.
- Provides secretarial services to the Management Committee and the Scholarships Committee.
- Prepares notices, agenda and supporting documentation for meetings conducted by the Executive Director.
- Prepares and follows up resolutions of meetings chaired by the Executive Director.
- Maintains a record of files for matters in progress and expedites their completion by making follow ups on the pending works.
- Collects background information and documentation on issues addressed to the Executive Director to aid effective decision making.
- Ensures the availability of speeches, briefs and statements for the Executive Director.
- Participates in the preparation of the Centre budget.
- Determines and replenishes office supplies such as stationery and beverages for the Executive Director and the Senior Management Team.
- Ensures proper record keeping of Memorandum of Understanding, correspondences and all documentation in the Office of the Executive Director by maintaining a filling and indexing system that guides the coding, storage, retrieval, retention and destruction of records.
- Arranges travel itineraries, including airline, hotel reservations, and other related activities for the Executive Director and person(s) coming from within or outside the country visiting the Executive Director.
- Coordinates the preparation of quarterly and annual operational performance reports.
- Participates in consolidating the Centre’s Annual Reports.
- Performs any other duties lawfully assigned by the supervisor from time to time.
Qualifications, Experience And Skills:
- Grade 12 Certificate with a minimum of five (5) “O” levels including English and Mathematics.
- Bachelor of Arts degree in Management, Business Administration, Human Resource Management, Public Administration, or any other relevant field.
- Diploma in Secretarial Studies or Advanced Certificate in Secretarial Studies, with Typing speed of 65 words per minute.
- Minimum of five (5) years’ experience supporting Chief Executives.
- Must have sound understanding of Administration and Management.
- Proficiency in ICT – Microsoft Office Package (word, power point and excel).
- Must have proof of valid membership to a relevant Professional body.
Job Experience: No Requirements
Work Hours: 8
Experience in Months:
Level of Education: Postgraduate Degree
Job application procedure
- Signed applications with detailed Curriculum Vitae, certified copies of certificates and contact details (address/telephone/email) of at least two (2) traceable referees should be sent to the address below on or before 23rd February 2024. The position should be clearly marked on the envelope.
- Please note that only short-listed candidates shall be responded to.
- Applications should be sent to:
- The Board Secretary
- Zambia Centre for Accountancy Studies
- P.O. Box 35243
- Dedan Kimathi Road
- LUSAKA
Interested candidates should send their CVs