Job Description

Posted on November 28, 2023

ADMINISTRATIVE ASSISTANT
Background
Working with governments, non-governmental organisations, and the private sector, Adroit Engineering Construction (AECO) is a Zambian construction, engineering, and design firm. General construction and engineering services are among the many offerings of our organisation.
Inclusive growth is a principles upheld at Adroit. As a result, we are in search of a female assistant for administrative duties to be stationed at our head office in Lusaka.
Summary of the Position
In order to carry out a variety of administrative and clerical duties, Adroit is seeking an intelligent, accountable, polite, and trustworthy administrative assistant. The daily operations of the Adroit Corporate Office shall be managed with efficiency and without disruption by the Administrative Assistant.
Critical obligations
Assist guests in locating the appropriate departments or individuals by greeting them.
Resolve inquiries via email or telephone and answer the phone.
Conference call coordination, meeting room reservation, and minute-taking
File and photocopy documents, among other administrative duties.
Draught letters, documents, and emails
Office procedure and record system implementation and/or development
Supervise client files and database entry
Purchase and uphold provisions
Organisation and maintenance of personnel systems and archives in support of business operations.
Payroll administration and preparation.
All statutory returns are prepared and uploaded.
Employs, conducts interviews.
Maintain records of financial data.
Disseminate and arrange communications.
Make travel arrangements and verify them.
Outgoing correspondence preparation and mailing Keep departmental files and records confidential.
Carry out regular accounting procedures.
Provide support for reports and presentations.
Facilitate the process of generating reports on a repetitive basis.
Construction and upkeep of an organising system.
Keep office procedures and policies current.
Keep records of contacts.
Make reservations for travel.
Efficient report submission and reconciliation.
Offer visitors general assistance.
Provide internal and external clientele with the primary point of contact.
Manage senior managers’ requests and inquiries in coordination with executive and senior administrative assistants.
Minimum Experiences for Qualification
Full Grade 12 certificate.
Certificate or Diploma in business administration or related field
3-5 years of work experience;
Essential credentials in office management or secretarial.
Experience in human resources will prove advantageous.
Required experience of at least two years in a comparable role.
Computer proficiency (including Word, Excel, and PowerPoint)
Competence in report drafting.
Familiarity with the labour regulations of Zambia.
Knowledge of procedures and systems for office management.
A practical understanding of office machinery, including printers, laminating machines, and fax machines.
Mastery of Microsoft Office, with a specific emphasis on Excel, Word, and PowerPoint.
Capable of prioritising tasks and with exceptional time management abilities.
Problem-solving abilities and accuracy.
An exceptional aptitude for both oral and written communication.
Effective multitasking and exceptional organisational abilities.
Driver’s Licence in a clean condition (manual will prove advantageous);
How to Apply
Email your Cover letter and CV to “[email protected]”. Also, explicitly state why you believe you are qualified for this role. Put the job title in the reference/subject line.
Notably, applicants who do not meet the minimal standards are not required to submit an application. Only those who have been invited for an interview will be contacted.
November 30th, 2023, is the date of closure for applications.