Personal Assistant at Patents And Companies Registration Agency (PACRA)

The Patents and Companies Registration Agency (PACRA) is looking for a results-driven, self-motivated and experienced person to fill the position of Personal Assistant to the Registrar and Chief Executive Officer.

1 JOB PURPOSE

To provide administrative support to the Registrar and Chief Executive Officer to enhance operations.

2 KEY RESULT AREA PRINCIPAL ACCOUNTABILITIES (MAIN DUTIES)

Secretarial services

Prepare accurately all draft correspondences and documents for the CEO to facilitate the conveyance of information and decisions.

Filing

Maintain a correspondence register and a suitable office filing system.

Communication

1. Attend promptly to all confidential and other documents from both internal and external sources to facilitate appropriate attention and action.
2. Safeguard all confidential information.
3. Keep an accurate record of correspondence to ensure timely attention and action.
4. Attend promptly to all phone calls and mail in order of priority to enhance quick flow of information.

Manage and prioritise the CEO’s schedules.

Reception

Attend to clients promptly.

Meetings

1. Organise and prepare for meetings.
2. Manage the use of conference rooms.
3. Take minutes of the Monthly Management Meetings

Travel

Handle all domestic and international travel arrangements.

General Enquiries

1. Attend promptly to general inquiries to facilitate the dissemination of correct information.
2. Liaison between CEO and departments and clients to ensure optimal use of the CEO’s time.

Other duties

Perform any other related duties that the supervisor may reasonably request from time to time.

3 REPORTING RELATIONSHIPS

Reports To: Registrar & Chief Executive Officer

4. KNOWLEDGE AND SKILLS REQUIREMENTS

• Full Grade Twelve (12) School Certificate or its equivalent
• Bachelor’s Degree in Business Administration, Public Administration or any relevant degree.
• Diploma in Secretarial Studies
• 5 years work experience in a similar role
• Membership to the Professional Secretaries Association of Zambia
• Proficiency in all Microsoft Office applications.
• Good communication skills
• Ability to work in a fast-paced environment.
• Excellent analytical, problem-solving and management skills.
• Excellent communication and decision-making skills.
• Ability to work with minimum supervision.
• Capable of handling confidential matters.
• Interpersonal Skills

APPLICATION PROCESS

Candidates interested to apply for the position should submit their application letters with detailed curriculum vitae and certified copies of academic and professional qualifications in One PDF Document to the email address [email protected] clearly stating the position applied for. Physical applications will NOT be accepted. Application letters in soft copy format must be addressed to the Registrar and Chief Executive Officer, PACRA Headquarters, Lusaka.

CLOSING DATE

The closing date for receipt of applications is Monday, 2nd December 2024. Only shortlisted candidates will be contacted for interviews.