2 Management Secretary III jobs at The Copperbelt University

Share and send to your friends !

Vacancy title:
2 Management Secretary III

[ Type: FULL TIME , Industry: Education, and Training , Category: Management ]

Jobs at:

The Copperbelt University

Deadline of this Job:
08 April 2022  

Duty Station:
Within Zambia , Kitwe , South - Central Africa

Date Posted: Thursday, March 24, 2022 , Base Salary: Not Disclosed

The Copperbelt University is a Public University established through an Act of Parliament No. 19 of 1987. The University’s core business is Teaching, Research and Community Engagement as a service to the nation. The University is an equal opportunity employer and hereby invites applications from suitably qualified and experienced candidates for appointment to fill in the following positions under the Registrar’s Department as listed below:
2 Management Secretary III

Job Purpose

To provide executive support to the Head of Department in the day to day running of their respective offices.

Main Duties and Responsibilities
• Responds to inquiries requiring interpretations of routine policies, rules and regulations; provides information on procedural matters to others; may coordinate and supervise activities of other employees in routine clerical operations.
• Ability to maintain administrative, fiscal and academic records and to prepare reports and answer questions from such records.
• Ability to establish and maintain effective working relationships with officials, employees, students and associates, and to effectively convey information.
• Interviews, screens, and refers students and general callers, answering varied inquiries personally and explaining basic policies and procedures; answers telephone and makes appointments for superior; makes travel reservations; arranges for conferences.
• Maintains voluminous and relatively complex fiscal, administrative and academic records; revises and maintains filing system.
• Maintains departmental budget files and expenditures.
• May take, transcribe, check and proofread complex and technical dictation – using shorthand – consisting of correspondence, memoranda, manuscripts, technical and administrative reports, and contracts and proposals.
• Composes routine letters, memorandums and various articles.
• Prepares or checks and channels various inter-office forms, requisitions, vouchers, activity reports and similar papers.
• Operates photocopy and fax machines, calculators, and other office machines.
• Maintaining petty cash float in respective schools/departments/units.
• Performs any other secretarial duties related to work as required.

Qualifications and Experience:
• Grade 12 or Form V Certificate minimum of 5 ‘O’ levels with credit or better in English and Mathematics.
• Must have attained a Shorthand Speed of 100 words per minute or better and Typing Speed of 55/65 words per minute or better from Pittman’s or Examinations Council of Zambia qualifications.
• A Diploma in Human Resource Management/Business/Public Relations will be an added advantage.
• Minimum of three (03) years working experience in a high profile office.

Knowledge and Skills
• Considerable knowledge of English, spelling, punctuation, and some knowledge of accounting.
• Knowledge of office practices, procedures, systems and equipment.
• Must be responsible, mature, reliable and have a high level of confidentiality.
• Must be flexible and able to make independent decisions.
• Wide experience in Office Practice and Office Management.
• Good interpersonal skills.
• Must be innovative and disciplined.
• Must be computer literate and able to use computers efficiently for word processing, emails and bookkeeping using a spreadsheet program and to enter and maintain schedules and produce departmental reports.
Reporting Relationship
Immediate Supervisor: Head of Department/Unit
Salary Scale: PSS 06

Work Hours: 8

Experience in Months: 60

Level of Education:
Associate Degree

Job application procedure
Interested applicants meeting the above specifications should submit a detailed Curriculum Vitae, certified copies of Academic and Professional Certificates and three (03) names of referees, two (02) of whom must be Professionally acquainted with the applicant.
The applications in hard copies should be submitted to the undersigned not later than Friday 8th April 2022 or soft copies (as a single document) to [email protected]
The Registrar
The Copperbelt University
Plot 4692, Jambo Drive, Riverside
P O Box 21692

NOTE: Only shortlisted applicants will be contacted