Job Detail

REPORTS TO: VICE CHANCELLOR

PURPOSE OF THE JOB

To provide secretarial services and other related services to the office of the Vice Chancellor in
order to enhance the efficiency and effectiveness of the office.

MAIN DUTIES AND RESPONSIBILITIES

1. Drafts a variety of correspondence, letters, memoranda, reports, contracts, agreements of
   confidential and no-confidential nature for the approval of the Supervisor;
2. Drafts letters on routine matters based on precedence for approval of the Supervisor;
3. Receives and filters in-coming phones, screens visitors from within and outside the
   University;
4. Handles visitors, queries and correspondence in the absence of the Supervisor and
   directs the correspondence or visitors to the appropriate offices for action;
5. Plans for, schedules, and makes travel arrangements for Vice Chancellor;
6. Maintains a chronological order of all correspondence, minutes, letters, reports, and
   related documents to facilitate records, reference, and ease retrieval;
7. Ensures the office has adequate stocks for hospitality basis at all times;
8. Maintains a smart office layout befitting the corporate image of the Vice Chancellor’s
   office; and
9. Maintains leave database up to date for the Executive Office.

QUALIFICATIONS AND EXPERIENCE

1. Grade 12 School Certificate with five credits including English and Mathematics.
2. Diploma in Advanced Secretarial Services and Office Management.
3. At least five (5) years of relevant work experience preferably gained from a private
   institution of higher learning working closely with both academic and administrative staff.
4. Member of Secretaries Association of Zambia.

DESIRABLE SKILLS

1. Excellent IT and Microsoft office skills (Word, Excel, PowerPoint and Access).
2. Strong oral and written communication, report writing and presentation skills.
3. Public and Human Relations.
4. Good personal presentation.
5. Document management and filing skills.
6. Records and archive management skills.

PERSONAL ATTRIBUTES

1. Presentable and neat with capacity to pay attention to detail.
2. High levels of integrity, confidentiality, and self-initiative.
3. Ability to work with highly diverse and professional teams.
4. Discipline and Responsiveness.

You can download a copy of this advertisement here.

THE POSITION APPLIED FOR SHOULD BE CLEARLY STATED IN THE LETTER OF APPLICATION/MARKED ON THE
ENVELOPE.

Eligible candidates who meet the above specifications should submit a motivation letter
indicating their suitability for the role, detailed Curriculum Vitae with traceable references,
and certified copies of academic and professional qualifications. Applications should be sent to:

The Registrar ZCAS University
P.O. Box 35243 Lusaka

Or Email: registrar@zcas.edu.zm

Closing date: 10th December, 2021. Only short-listed candidates will be contacted. ZCAS University
is an Equal Opportunity Employer.

*Please note you have to apply to this job advert as directed by the employer and not through findershub.co.zm*