Office Manager


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Company ZICTA

Reference # 11052021OFFICEMANAGER

Published 07/06/2021

Location Lusaka, Zambia

Introduction

ZICTA is looking for an Office Manager to organise and co-ordinate administrative activities and services that facilitate the smooth running of the Director’s office (Head of Department) and the entire department as well as being the first point of contact for internal and external clients of the Authority.

Job Functions Administration

Industries Admin, Office & Support

Specification

KEY RESPONSIBILITIES

  • Planning and maintaining office procedures, including records management of an efficient office filing system for the Director’s office correspondence and maintaining an up-to-date correspondence register for the department.
  • Developing and implementing administrative procedures, i.e. organising the office layout for the Director, maintaining supplies of stationery, refreshments for the Director and Managers and attending to any other office requirements.
  • Editing and finalising letters for the Director and from other staff members in Finance Department.
  • Filtering and placing telephone calls to the Director, screening enquiries and requests and handle them appropriately.
  • Filtering and handling correspondence – incoming and outgoing mail
  • Contract handling and e-filing for easy retrieval for Suppliers payments processes.
  • Updating and maintaining the Director’s diary and making appointments and ensure the Director’s attendance and follow ups to all scheduled appointments.
  • Facilitating local and foreign travel logistics, visa acquisition and accommodation arrangements for the Director.
  • Organising events and servicing International meetings, local meetings, workshops and international conferences as assigned.
  • Organizing departmental meetings, taking minutes in various committee meetings and ensuring that the Director is prompted and well prepared for meetings.
  • Prepare reports for review, drafting letters from time to time, printing and compiling various documents whenever required to do so by the Director.

CORE COMPETENCIES

  • Confidentiality, Honesty and Reliability
  • Exceptional Communication and Interpersonal Skills
  • Excellent personal organization skills
  • Customer Care Excellence
  • Self- motivated and efficient
  • Proactive
  • Adaptability /Team Player

Requirements

QUALIFICATIONS AND EXPERIENCE

  • 3 years’ work experience in office Management
  • Diploma in Secretarial Administration
  • Exceptional written and oral communication skills
  • Excellent word processing and IT skills
  • Listening skills
  • Records management systems skills
  • Basic Financial skills

Job Closing Date 11/06/2021

To apply for this job please visit zicta.jb.skillsmapafrica.com .

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