Administrative Officer

Lusaka, Zambia Salary: 2400

EXPERIENCE: Experience performing a variety of administrative management functions, including transcription and dictation of correspondence. Experience in journalism and preparation of press releases; proven ability to organize and manage competing priorities. Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Experience in supporting Management including the preparation of meeting agendas and minutes; comprehensive ability to effectively utilize a personal computer, peripherals, and related word processing, spreadsheet and database management programs. Excellent verbal and written communications skills; ability to constructively deal with conflict and afford effective resolutions. _________________________________________________________________________
INTERNAL: Interaction with Sales Manager to receive direction and review results, provide a variety of administrative management functions and assist with travel arrangements; other employees to coordinate agendas and facilitate proper operation of the office; all other personnel as required.
EXTERNAL: Interaction with customers, vendors, government agencies and officials to schedule meetings, coordinate events and assist with problem resolution. _________________________________________________________________________
Good hearing, eyesight and speech; Excellent ability to communicate both verbally and in writing; ability to effectively operate and utilize a personal computer and peripherals; able to tolerate periods of continuous sitting; may, on an infrequent basis, assist with lifting up to 25 kg. _________________________________________________________________________
Work is primarily performed within an enclosed office setting with lighting and ventilation. Subject to conversational noise from other personnel within the facility, along with standard background noise found in an office environment. Subject to long periods of sitting and exposure to computer screen. When performing work outside the facility, subject to variable weather conditions and possible exposure to heavy equipment, dust, fumes, odor and noise. Personal safety equipment is available. _________________________________________________________________________
This position is responsible for a wide variety of secretarial and administrative duties for the Sales Manager and other Management including: acting as custodian of minutes, resolutions and ordinance books in accordance with retention requirements; updating Administrative Code and the Company’s Web page; creating and maintaining meeting agendas, including incorporating agenda material for presentation for routine, special and adjourned meetings. Compute, classify, and record numerical data to keep financial records complete. Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers.
Professionally represents the company. Reliable, stable attendance is required.
The following tasks are typical for this classification. Incumbents may not regularly perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business or staffing needs and changing business practices as defined by the General Manager.
TIME 50%
Provides administrative support to the Sales Manager and Management
Answers and screens phone calls
Schedules and coordinates appointments, meetings and events, including registration and travel arrangements as necessary
Transcribes drafts, proofreads and revises correspondence, memos, flyers, agendas, minutes, resolutions and policies
Completion of various forms, notices, press releases and other
Communications, which may require posting and/or publication
Assists with project monitoring and budget tracking
Assists Sales Manager with customer inquiries and problem resolution
Assists in meeting preparation, set-up and clean up
Updates company web page and Facebook on a regular basis
Exhibits ability to constructively deal with conflict and afford effective resolutions
Suggests policy changes in order to streamline office operations
Assures office operations within budgetary guidelines
Exhibits willingness to ensure successful inter-personnel relationships
Disseminates information to managers and other personnel regarding changes to company documents, policies and procedures, providing clarification as needed
TIME 40%
Manages Petty Cash
Prepares end-of-month accounts and annual balance sheets
Complete and submit tax forms and returns, workers’ compensation forms, pension contribution forms, and other government documents.
Maintain inventory records.
Perform personal bookkeeping services.
Compute deductions for income and social security taxes.
Prepare purchase orders and expense reports.
Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
TIME 10%
Performs all related duties as assigned.

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