Senior Secretary

INTRODUCTION AND BACKGROUND

The Common Market for Eastern and Southern Africa (COMESA) is a regional grouping of 21 African States which have agreed to promote regional integration through trade development, investment promotion and transport facilitation.

More information can be obtained from the COMESA website www.comesa.int.

Applications are invited from suitably qualified citizens of COMESA Member States residing in Zambia to fill the following position:

SENIOR SECRETARY – GS7

Purpose of Job

Under the close supervision of the Chief Conference Services and the Administrative Assistant, the Senior Secretary assists the Administrative Assistant in the day to day running of the unit in typing, proof reading of English documents, operating a system of record keeping and be part of a team

Tasks

The incumbent provides the following English Language secretarial services:

(a) Transcribe by using a word processor from shorthand notes or from written and printed sources
by:

(i) Preparing agendas and organisation of work as directed by the Supervisor;

(ii) Typing memoranda, letters, reports, e-mails, tables, schedules and documents in English;

(iii) Proofreading all documents and making corrections as necessary;

(iv) Submitting the above for vetting and signature; and

(v) Sending the finished product to the Administrative Assistant.

(b) Operate a system of record keeping by:

(i) maintaining a file index;

(ii) filing correspondence and archiving documents;

(iii) retrieving correspondence and documents; and

(iv) keeping track of files and documents across the Unit and Division.

(v) Keep records of expenditure on office petty cash and prepare office imprest retirement at the end of every quarter.

(c) Participate in Team Activities by:

(i) being part of a secretarial pool when required;

(ii) participating in the meetings of the Division or Unit;

(iii) accepting relevant work from the Administrative Assistant when the pressure on other secretaries calls for sharing of the work;

(iv) carrying out the functions of a Senior Secretary on adhoc basis; and

(v) making suggestions on improvements on the general secretarial activities of the Unit.

(d) Any other relevant duties that may be assigned by supervisors from time to time.

A. ACADEMIC QUALIFICATIONS

A minimum of a higher institute Diploma in Secretarial Studies and a Certificate in Administration from a recognized professional institution.

B. EXPERIENCE

At least four (4) years post qualification experience in English language secretarial services. Proficiency in the French or Arabic languages will be an added advantage.

7.WORKING LANGUAGE REQUIREMENT

Must be fluent in English and/or French and/or Arabic (speaking and writing). A combination of any two or all these languages will be an added advantage.

8. ELIGIBILITY

Applicants must be citizens of a COMESA Member countries and be resident in LUSAKA Zambia. She/he must not be more than 55 years of age at the time of submitting the application.

9. FINAL DATE FOR RECEIPT OF APPLICATIONS

Applications for all the posts must be submitted in a duly completed COMESA Job Application Form which can be obtained from the COMESA website: http://www.comesa.int to reach the Director of Human Resources and Administration by 13.30 hours on Friday 7th May 2021 through E-mail:
[email protected] Only applications submitted electronically on email shall be considered.

10. MODE OF APPLICATION

Clearly indicate the post being applied.