Administrative Assistant

19 May 2026 Administrative Assistant at National Institute of Public Administration

• Provide confidential, high-level administrative and secretarial support to the Executive Director, including dairy management, correspondence, and travel coordination. • Draft, review, and manage executive correspondence, reports, memoranda, Board papers, and official documents to the highest professional standard. • Coordinate and service meetings of the Executive Director’s 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’s Office, ensuring confidentiality and compliance with institutional policies • Support human resource-related administrative functions, including recruitment documentation. maintenance of staff records, and preparation of performance reports. • Prepare and consolidate periodic reports (monthly, quarterly, and annual) for the Executive Director’s review and onward submission • Serve as the first point of contact for the Executive Director’s Office, managing internal and external communications with professionalism and discretion • Organize official events, stakeholder engagements, conferences, and institutional functions on behalf of the Executive Director’s Office • Monitor and track the implementation of decisions and assignments emanating from the Executive Director’s Office, ensuring timely follow-up and reporting • Must have a Grade 12 School Certificate with at least five Credits or better that must include English Language. • Must have a Diploma in Secretarial and Office Management from a reputable and accredited College. • Must have a Certificate in Shorthand and Typewriting with speeds of 100/120 wpm in shorthand and 55/65 wpm in typewriting. • A Bachelors in Secretarial and Office Management or any other degree from a reputable and accredited University will be an added advantage. • Must 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. • Must have functional computer skills in Word, Excel and PowerPoint. • Must be a fully paid-up member of the Zambia Institute of Secretaries. (ZIS)