National Institute of Public Administration
\nVACANCY ANNOUNCEMENT
\nPosition Title:\u00a0Administrative Assistant-Office of the Executive Director
\nDuty Station:\u00a0NIPA Main Campus, Lusaka, Zambia
\nReports To:\u00a0The Executive Director
\nContract Type:\u00a0Permanent and Pensionable (subject to satisfactory probationary period)
\nClosing Date: 22 May 2020<\/p>\n
ABOUT NIPA
\nThe National Institute of Public Administration (NIPA) is Zambia\u2019s premier Management Development Institution, operating under the Office of the President Established under NIPA Act No. 15 of 1998 and recognized under Gazette Notice No. 732 of 2023 as one of ten public higher learning institutions in Zambia, the Institute delivers programmes in public administration, management, and leadership, and is mandated to provide mandatory public service training and certification. NIPA operates five (5) campuses nationally and serves over 8,000 learners. Guided by its four (4) operational areas namely (1) mandatory public service training and certification; (2) academic education; (3) research, consultancy, collaborations and development, and (4) commercialization of business entities, NIPA is at the forefront of strengthening governance and human capital development.
\nJOB PURPOSE
\nTo provide high-level administrative, coordination, and executive support to the Office of the Executive Director and Central Administration, ensuring efficient operations, effective stakeholder communication sound records management, and the timely execution of institutional priorities and decisions.<\/p>\n
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KEY RESPONSIBILITIES<\/p>\n
Provide confidential, high-level administrative and secretarial support to the Executive Director, including dairy management, correspondence, and travel coordination.
\nDraft, review, and manage executive correspondence, reports, memoranda, Board papers, and official documents to the highest professional standard.
\nCoordinate and service meetings of the Executive Director\u2019s Office, including preparation of agendas, compilation of meeting packs, recording of minutes, and follow-up on action items and decisions. Maintain an efficient filing, records management, and document retrieval system for the Executive Director\u2019s Office, ensuring confidentiality and compliance with institutional policies
\nSupport human resource-related administrative functions, including recruitment documentation. maintenance of staff records, and preparation of performance reports.
\nPrepare and consolidate periodic reports (monthly, quarterly, and annual) for the Executive Director\u2019s review and onward submission
\nServe as the first point of contact for the Executive Director\u2019s Office, managing internal and external communications with professionalism and discretion
\nOrganize official events, stakeholder engagements, conferences, and institutional functions on behalf of the Executive Director\u2019s Office
\nMonitor and track the implementation of decisions and assignments emanating from the Executive Director\u2019s Office, ensuring timely follow-up and reporting<\/p>\n
REQUIRED QUALIFICATIONS<\/p>\n
Must have a Grade 12 School Certificate with at least five Credits or better that must include English Language.
\nMust have a Diploma in Secretarial and Office Management from a reputable and accredited College.
\nMust have a Certificate in Shorthand and Typewriting with speeds of 100\/120 wpm in shorthand and 55\/65 wpm in typewriting.
\nA Bachelors in Secretarial and Office Management or any other degree from a reputable and accredited University will be an added advantage.
\nMust have a minimum of three years post-qualifying experience in secretarial duties or office management in a busy and reputable organization at a similar or higher level.
\nMust have functional computer skills in Word, Excel and PowerPoint.
\nMust be a fully paid-up member of the Zambia Institute of Secretaries. (ZIS)<\/p>\n
REQUIRED EXPERIENCE
\nA minimum of five (5) years\u2019 experience\u00a0in administration, human resource management, or office coordination, preferably gained in one or more of the following environments:<\/p>\n
Human Resource Management hands-on experience in HR operations, staff records management, performance tracking, and employee relations.
\nManagement\/Corporate Environment \u2013 experience providing executive-level administrative support in a structured organizational setting, with exposure to Board and committee servicing, report preparation, and institutional correspondence.
\nEducation\/Higher Learning Institution experience working within a university, college, training institution or public service environment, with familiarity in academic administration, learners records, training or public service coordination.<\/p>\n
CORE COMPETENCIES AND SKILLS
\nTechnical Competencies<\/p>\n
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
\nExcellent report writing, minute-taking, and documentation skills
\nStrong records and information management capabilities
\nKnowledge of public service regulations and procedures<\/p>\n
Behavioural Competencies<\/p>\n
Exceptional organisational and time management skills
\nStrong interpersonal, communication, and negotiation skills
\nHigh integrity and ability to handle confidential information
\nProactive, innovative, and results-oriented disposition
\nAbility to work independently and collaboratively under pressure<\/p>\n
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