Our client, a leading Financial Services Institution with its Head Office in Lusaka is looking to employ on a permanent and pensionable basis the services of an Administrative Assistant.
Job Responsibilities:
Typical tasks include
  • Handling the day-to-day administrative duties, monitoring deadlines and following up on pending matters.
  • Processing and maintaining information of a highly complex and confidential nature.
  • Inputs and retrieves data utilising knowledge of various computer software packages.
  • Typing correspondence, reports, memoranda, special projects, technical papers, and related materials for unit staff.
  • Formatting documents including page layout and fonts.
  • Initiates and independently researches complex information requests, compiles statistics, gathers, analyses and summarizes data for projects and reports, prepares the materials, and determines method of presentation.
  • Furnishes and obtains information from other senior officers or outside clients and/or contacts.
  • Receives and screens telephone calls, mail, and visitors. Routes callers, takes messages, and answers questions relating to the unit’s function.
  • May interact with Company clients to schedule appointments, answer questions, and resolve moderately complex issues.
  • May act as information source for the unit.
  • Composes letters and memoranda from verbal direction or knowledge of Company’s policies, procedures, and functions. Initiates responses to correspondence for senior executive or own signature.
  • Schedules and coordinates meetings and facilities which may include travel and lodging arrangements.
  • Orders office supplies. Prepares and processes unit purchase requisitions and vendor invoices.
  • Organises and maintains files, correspondence, records, and other documents.
  • Cut out and file relevant notices from newspapers.
  • Take meeting minutes and keep administrative records
  • Keep records of government announcements (e.g. Government Gazette, Bank of Zambia, Securities Commission of Zambia, Pensions and Insurance Authority)
  • Keeping records of mandates and other legal agreements – entering new clients/ projects, ensuring all details are correct. Entering mandate dates.
  • Preparing reports for Accounts and others including time spent versus amount recovered and amount received compared to budgeted fee size etc.
  • Billing clients and issuing fee notes.
  • Keeping expense claims related to client mandates.
  • Email “work in progress” to accounts and executives.
  • Email fee note schedules to accounts.
  • Email petty cash records to accounts.
  • Filing – be familiar with the client files, research files and project files.
  • Process requisitions when they arise.
  • Ensure that all business stationery is kept in stock and kept secure – letterheads, compliment slips, business cards, order books etc.
  • Order consumables when they are running short – groceries, stationery, toiletries etc.
  • Maintain and update contact lists
  • Maintain and update company profile and credentials.
  • Keep a record of courier consignments and check against the monthly statement.
  • Arrange the subscriptions to the newspapers and business magazines.
  • Arrange subscriptions to data services
  • Process and record applications for employees’ expenses.
  • Follow up debtors as listed on the morning meeting minutes.
  • Keeping detailed up-to-date knowledge about economic affairs and financial markets in Zambia and Sub-Saharan Africa as a whole
  • Continually build knowledge and capabilities within the various industry segments and stay abreast of competitive trends.
  • Demonstrate key values of: Teamwork, Respect, Accountability, Integrity, and Leadership
  • Key Attributes and Abilities
Attributes and Abilities:
  • Being on time
  • Confidentiality
  • Dependability and reliability
  • Professionalism
  • Shows initiative
  • Collaborative
  • Attention to detail
  • Ability to work effectively under pressure
Academic Qualifications:
  • Diploma (or relevant qualification) in secretarial studies/accounting/Business studies
  • Demonstrable proficiency in Microsoft Office (Excel, PowerPoint and Word)
Work Experience:
  • Work experience in the financial services industry is an added advantage, but is not a requirement.
To apply email your CV in MS WORD format, the closing date is 18th January, 2016
To apply for this job please visit the following URL: →
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