Executive Assistant

LUAPULA WATER SUPPLY AND SANITATION COMPANY LIMITED

ABOUT THE COMPANY

Luapula Water Supply and Sanitation Company Limited (LpWSC) is a Commercial Water Utility Company which was incorporated under the Companies Act (Cap 388 of the Laws of Zambia) as a limited liability company (by shares) in December 2008. LpWSC was specifically established to provide water supply and sanitation services to all the people in all the Areas of Luapula Province (Urban and Rural areas). Operations of the Company begun in 2009 and the Company is currently operating in Six (6) out of the Twelve (12) districts of the province, namely: Mansa, Samfya, Kawambwa, Mwense, Nchelenge and Chienge districts.

LpWSC now seeks to recruit high profile, self-motivated, innovative, honest, committed, adequately and appropriately experienced, dynamic, and skilled individuals to fill the following vacant positions.

EXECUTIVE ASSISTANT (G4) – 1 POSITION

Job Purpose

The position provides high-level administrative support, reporting and secretarial services to the Managing Director, seamlessly organizes the Managing Director’s day-to-day operational activities, organizes events, projects meetings and is the point of contact among executives, employees, clients, and external partners.

Main Duties and Responsibilities (Principal Accountabilities)

• Provide a high-level of confidential and efficient personal and administrative support to the Office of the Managing Director, ensure provision of logistics and proper office management.

• Manage the Managing Director’s Diary as well as the Corporate Events Calendar, online directory of business appointments and meetings, and exercise discretion in arranging, scheduling and confirming appointments for the Managing Director ensuring that appointment dates and scheduled times are suitable and never clashing.

• Receive and analyse correspondences, reports, emails and telephone calls requiring Managing Director’s Feedback and provides feedback and professionally craft Draft Written Responses for Managing Director’s clearance before such official feedback or information is given out.

• Follow-up: Follow up on execution of Resolutions and Action Points from Meetings and prior Events.

• Arranges travel itineraries and logistics, including airline, road transport, hotel reservations, and related activities for the Managing Director, and person(s) in Managing Director’s entourage and ensure that all related travel imprest is retired.

• Draft the Agenda for Meetings, Special Events and Working Sessions for the Managing Director.

• Minutes: Attend Meetings, Events, Conferences, and Working Sessions, as assigned, for purposes of recording minutes, coordinating materials and logistics, and providing administrative support.

• Organize Meetings, Events and Reservations for the Managing Director’s and Board Members and ensure proper set-ups for all such events.

• Board Activities: Monitor the approved Board Calendar and other Board Activities and assist in compiling Board Agenda items, board reports, discussion and decision papers and take Minutes.

• Ensures speedy delivery, distribution and tracking of all mails and documents using an Activity Log.

• Type and proofread for correctness, a variety of correspondence (Letters, Memos, etc.), reports, memoranda, manuscripts, speeches, and notes for the Managing Director’s further Action, both of routine and confidential nature.

• Take dictation using shorthand and transcribe, ensuring that spelling, punctuation and format are correct and submits to Managing Director.

• Receives, screens, and records incoming letters, memos, faxes and e-mails and ensures that relevant background information is attached and that all such correspondences are brought to the attention of Managing Director for Guidance and are replied to within 48 Hours.

• Serves as a resource and liaison person amongst individuals, employees, clients, committees, and administrative functions, for timely, adequate, and effective conveyance and/or gathering of information required for the operations by the Office of the Managing Director and Company.

• Deliver a high level of customer service to both internal and external stakeholders, screening all visitors and ensuring that all appointments are met and people who could be attended to by others officials are redirected to such officials.

• Ensure proper application of Communication and customer service Policy and charters.