Administrative Assistant

  • Full Time
  • Lusaka, Zambia
  • Applications have closed.

The Institute of Directors of Zambia

General Purpose
Perform a wide range of administrative and office support activities for the Institute and/or other supervisors to facilitate the efficient operation of the Institute.
Main Job Tasks and Responsibilities
  • Answer, screen and transfer inbound phone calls
  • Receive and direct visitors and clients
  • General clerical duties including photocopying, scanning and mailing
  • Maintain electronic and hard copy filing system
  • Retrieve documents from filing system
  • Handle requests for information and data
  • Resolve administrative problems and inquiries
  • Prepare written responses to routine inquiries
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings, appointments and travel arrangements for the Finance and Administration Officer, Business Development Officer and /or other supervisors as the case may be
  • Prepare agendas for meetings and prepare schedules
  • Record, compile, transcribe and distribute minutes of meetings
  • Open, sort and distribute incoming correspondence
  • Maintain office supply inventories
  • Coordinate maintenance of office equipment
  • Coordinate and maintain records for staff, telephones, parking and petty cash
  • Receipting of all payments received and ensuring that monies are deposited into the Institute’s Bank Account timeously
  • Processing of all membership applications and annual subscriptions notices
  • Data entry into the Institute’s Database and carrying out regular updates of the membership register.
Education and Experience
  • Grade 12 Certificate with a minimum of five (5) subjects including English and Mathematics.
  • A Diploma in Office Management, Business Administration, Secretarial, etc.
  • Computer skills and knowledge of relevant software.
  • Knowledge of operation of standard office equipment.
  • Knowledge of clerical and administrative procedures and systems such as filing, record keeping and database management.
  • Knowledge of principles and practices of basic office management.
  • A minimum of three (3) years’ work experience in the same capacity.
  • Practical knowledge of the conduct of virtual meetings and social media skills would be an added advantage.
Key Competencies
  • Communication skills – written and verbal
  • Planning and organizing
  • Prioritizing
  • Problem assessment and problem solving
  • Information gathering and information monitoring
  • Attention to detail and accuracy
  • Flexibility
  • Adaptability
  • Customer service orientation
  • Teamwork
Personal Quality & Attributes
  • Ability to think strategically
  • Self motivated
  • Creative thinker
  • Innovative
If interested, please send your applications and copies of your academic and professional certificated to:
The Executive Director
The Institute of Directors of Zambia
3rd Floor Godfrey House
Corner Kabelenga / Longolongo Roads
P.O. Box 34025
Closing Date: 12th August 2022
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