TOBACCO BOARD OF ZAMBIA

Job Competency Profile

Job Tile Personal Secretary Reports to (job title) Board Secretary/CEO
Job Holder Malumbo Namposya No of Direct Reports -
Department Administration No of Indirect Reports -
Location Lusaka Working hours

Main purpose of the job:

The main purpose of this role is to provide confidential secretarial services to the Board Secretary/CEO and
support the efficient performance of the Board Secretary/CEO by handling routine tasks.
Key out puts: List the key areas in which the
job holder must successfully achieve its
purposes.
1. Responsible for preparation and
presentation accurate notes
2. Responsible for timely presentation of
information
3. Ensures effective communication of
official deliberations
4. Manages travel and conference
5. Ensures proper reception of Board
Secretary/CEO’s visitors
6. Other duties
Relevant Experience
Measurement/Performance Indicators
 Takes short hand notes from dictation, types from
shorthand notes or manuscript confidential and none
confidential correspondence such as memoranda, letters
and technical reports and submits to the Board
Secretary/CEO for signature before dispatching to
addressee
 Drafts and types the letters of a routine nature or based on
precedent, on the Board secretary/CEO’s instructions may
sign such letters during the Board Secretary/CEO’s
absence to ensure that such information or correspondence
is not delayed.
 Records proceedings of various adhoc and regular
meetings and drafts minutes for the approval of the Board
Secretary/CEO. Upon approval types and circulates
minutes to all concerned as instructed.
 Manages business travel for the Board Secretary/CEO and
other staff members of the Board that may require
traveling with the Board Secretary/CEO.
 Books accommodation for conferences/workshops.
 Places and filters telephone calls and screens all visitors to
the Boards secretary/CEO’s office.
 Maintains the Board Secretary’s dairy, arranges interviews
and reminds the Board Secretary/CEO of scheduled
engagements.
 Secures documents and maintains an efficient filling
system
 Facilitates storage of confidential and important data
 Operates office equipment (i.e. fax machine , binder,
photocopier, shredder etc)
 Manages the petty cash account for casual expenses in the
Board Secretary/CEO’s office
Knowledge/education- what does the person need to know
  4 years secretarial experience with  Grade 12 certificate
front office management and  Secretarial certificate/Diploma
customer service  Knowledge of computers

Behaviors and Competencies Skills- what can the person do.
 Customer focus  Computers literacy
 Team player  Telephone etiquette
 Assertive  Customer service
 Passionate  Managing information
 High levels of integrity  Basic appreciation of report writing
 Basic appreciation of financials.
Other Personal Qualities  Letter writing
 High energy levels  Minute taking.
 Confidence
 Persuasiveness
 Maturity
 Humility
 Vibrant and friendly
 Enthusiastic/optimistic

Employee’s signature Board Secretary/ CEO signature

Date Date