Job Detail

Job Description

The Company invites applications from suitably qualified and experienced individuals who are innovative, energetic and performance-driven to fill the position of Administrative Assistant:

Location: EuroZambezi Limited – Mtendere Road/Alick Nkata Road Junction, Lusaka (Applicants should have own accommodation in the surrounding local areas)

Department: Finance and Administration

Report to: Manager/Director

Job Summary: To assist the directors with administrative duties in accounting, sales, tour operations, passenger transport, basic human resources, secretarial and management consultancy that will vary significantly as the business grows or expands. Evidence of good practical IT skills, a sound knowledge and an understanding of business administration are prerequisites of the post and you will be expected to demonstrate this at interview and in the course of your probation. The successful applicant will have some direct contact with a variety of customers, including overseas tourists and visitors especially from government regulatory organisations and suppliers as well as marketing of services provided by the Company, so a good standard of written and spoken English, communication and customer care skills are essential. Applicants should have an adaptable, flexible approach to work and be able to demonstrate they can work very well under pressure and within a team as well as being able to use their own initiative.

Main duties and responsibilities:

• Welcome all visitors to EuroZambezi offices as the first point of contact: dealing with correspondence, phone calls and liaising with staff.
• Responsible for organising calendar diary of duties for directors, appointments and controlling access to the executive team.
• Booking and arranging travel, transport and accommodation for international guests and directors.
• Organising events and meetings as well as taking minutes, that includes logistical support for meetings such as setting up of equipment.
• Reminding the management /executive team of important tasks and deadlines.
• Typing, printing, scanning, photocopying, compiling and preparing reports, presentations and correspondence.
• To manage databases, filing systems and maintenance and updating of the asset register, garage inventory, tracking asset movements and updating individual asset records.
• Coordinate human resources tasks such as: Appraisals, Recruitment and Selection; Renewal of contract; Disciplinary and grievance
• Implementing and maintaining procedures/administrative systems.
• Provide cover for the accounts assistant to manage the point of sale duties when absent for any reason and perform miscellaneous tasks to support management, which will vary according to the company needs.
• Renewal of fitness certificates, road tax, carbon tax and insurance for all vehicles.
• Managing the data base/register of vehicles and other assets and compliance to all licenses, taxes and insurance.
• Arrange and ensure payment of property/commercial rates to the council and renewal of trading licenses with the council.
• Complete labour returns and workers compensations board annual assessment forms as requested in absence of a human resources assistant.
• Ensure that electricity, telephone and internet bills are paid on time for continuity of services.
• Manage both company land and mobile telephones and ensure top-ups are made on time to maintain communications.
• Investigating of all occupational health and safety related incidents or accidents and making recommendations and handling claims as appropriate.
• Ensures that safety and security procedures are implemented and adhered to by all staff, this includes ensuring all staff have identity badges and appropriate personal protective equipment.
• Manages the maintenance and repair of all office equipment (e.g. printers and copiers). Coordinating maintenance of any other IT equipment, including telephones and performing of secretarial services as required.
• Supervise/coordinating the office and garage cleaner, housekeeper, and gardener and ensure maintenance of accurate up-to-date stock records and implementing strict stock control system for all EuroZambezi inventory including offices   supplies, stationery & consumables and ensure that procurement requests for replenishment are made in a timely manner.
• Compliance: Facilitate adherence to legal obligations ZRA, NHI, NAPSA, WC and ensure that all payments and forms are submitted to the relevant authorities before deadlines.

Requirements: Qualifications

• Grade 12 full school certificate or equivalent.
• Diploma/BSc in business administration, public administration or accounting related field with excellent computer skills e.g. Microsoft word and excel
• Registered with ZICA if applicant has accounting related qualifications.
• Applicant with a PSV driving license and a tourism certificate will be highly considered for this job. Tourism or hospitality industry certificate is an added advantage.

Experience and skills in the following works that need to be undertaken are  required:

• Previous experience in business administration as a personal assistant for a minimum of two years.
• Basic general accountancy knowledge
• Discretion and trustworthiness as you will often be party to confidential information.
• Good oral and written communication skills.
• Ability to multitask with flexibility and adaptability by understanding the  business environment/administration.
• The ability to be proactive and take the initiative, tact and diplomacy.
• Good communication skills.
• Excellent computer skills, including Word and Excel in a Microsoft Windows environment and standard software packages in accounting.
• Effective oral and written communication skills, and must be able to gather and analyse information skilfully Excellent interpersonal, organisational skills and Supervisory skills. Skills in database management and record keeping. Demonstrated ability to manage time and perform to strict deadlines. Exhibit friendly and helpful demeanour at all times given the high level of interaction with directors and clients, especially overseas tourists.

Attributes (Personality Traits)

• Quality and safety oriented
• Reliable, dependable, initiative, sober character, mentally and physically fit
• Integrity, honest and collaborative

How to Apply:

Send your detailed CV which includes three traceable referees, scanned qualification certificates and a cover letter that states why you think you should be selected for this job by email: eurozambezi@gmail.com to: The Director EuroZambezi Investment Limited LUSAKA

Email: eurozambezi@gmail.com

Clearly state in the subject line the position you are applying for, e.g.; Administrative Assistant Application.

Closing date: 15th November 2021.

Due to the high volumes of applications we may receive, we reserve the right to close any adverts before the published closing date once we have received a sufficient number of applications.

Note: Only email attachment of an application consisting of a cover letter stating candidate’s suitability for the job, CV/resume, 3 traceable references, scanned copies of NRC, driver’s license and relevant education/qualifications will be considered. No physical submissions will be considered. Cover letters must be sent in MS Word format, with using font type Arial, size 11 on one page. In the first paragraph, please outline your motivation for applying for the position. In the second paragraph, outline your experience information management and/or information security. CVs must not exceed three (3) pages and must be submitted in PDF. Certificates, qualifications, etc. must be scanned to the application. Scanned traceable references of previous engagements must be provided. WE COMMUNICATE TO ALL JOB APPLICANTS VIA THE E-MAIL ADDRESS WHICH HAS BEEN PROVIDED. PLEASE ENSURE THAT YOU CHECK YOUR E-MAIL ON A REGULAR BASIS If you decide to apply for this post, but do not hear back from us within four weeks of the closing date, please assume that you have not been short-listed on this occasion

Skills Required

• Microsoft Office
• Communication skills
• Leadership skills