Job Details

Job Description

Description:

JOB PURPOSE

To provide secretarial and administrative support to the Office of the Chief Technical Officer.

KEY RESPONSIBILITIES:
• Receives visitors and guests on behalf of the Unit Head and attends to all protocol arrangements to project a good image of the organization.
• Prepares and manages correspondence, reports and documents;
• Types and distributes minutes of meetings.
• Files documents as per agreed systems and procedures to facilitate good record keeping.
• Drafts and types correspondence and documents, ensuring accuracy, correct spelling, good layout, correct format and neatness, and dispatching same by post and e-mail;
• Maintains the diary for the planning and scheduling of appointments and meetings in consultation with Unit Head to avoid clash of programmes and offering appropriate support services.
• Receives and circulates correspondence from Head Office and other Stations
• Coordinates activities and affairs of the Directorate on behalf of the Head of Unit when required to do so to contribute to the promotion of ZCCM programmes and objectives.
• Makes travel and accommodation arrangements with airlines/travel agents and hotels/ lodges, car hire and other arrangements for senior members of staff in the Directorate on business trips.
• Draws stationery and other office supplies for use in the office/area of work;
• Draws, administers and accounts for/retires as required, petty cash for use by the Unit.
• Play General Administration roles as required by the Directorate.

Requirements:

QUALIFICATIONS, KNOWLEDGE AND SKILLS:
Minimum level of academic qualifications required to perform effectively in the role.

Grade 12 Certificate
Diploma in Secretarial Studies
Diploma in Business Administration -added advantage.
Professional Membership
Minimum level of professional qualification required to perform effectively in the role

Skills and competencies
• Technical
Good communication skills both written and spoken
Excellent computer skills
Interpersonal skills
Excellent Work Organisation Skills
Basic Accounting skills – added advantage.
• Behavioural
Confidentiality
Pleasant personality

RELEVANT EXPERIENCE REQUIRED:
Minimum number of months or years of experience the jobholder is required to have to be appointed to the position.

Experience of not less than 3 years

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