OFFICE MANAGERS (SECRETARIES) x3

2026/05/18

Reference Number

HCA/01/2026

Description

1. Purpose of the Job 

To provide secretarial and administrative duties to the Heads of Department so that they can concentrate on the core business of managing the department/s.

   2. Statements of Main Accountabilities 

  1     Provides comprehensive support to the Heads of Department through organizing and co-ordinating administrative duties and services that facilitate the smooth running of the office and the entire department.

 2      Serves as the primary point of contact for internal and external stakeholders who have official or private business with the Heads of Department. To this effect, receives and screens visitors and guests, including ZICTA employees wishing to see the Heads of Department, and attends to them accordingly.

 3      Manages and prioritizes all outgoing and incoming messages and correspondence, such as e-mails, letters, packages, etc., to    ensure their timely delivery.

4    Arranges appointments and meetings between the Heads of Department and members of staff or external clients.  Prepares agenda and notices for the meeting and circulates them to the people concerned. Takes and processes minutes of the meetings accordingly.

5  Provides a bridge for smooth communication between the Directors, Management team, individual staff, and external stakeholders.

6  Follows up with the Heads of Department on matters requiring immediate attention, including prompting him/her on pending issues.

7  Maintains electronic and paper records, ensuring information is well organized and easily accessible to the users. Initiates replies to routine correspondence for the superior’s approval.

8  Works closely with superior to keep them well informed of upcoming commitments and responsibilities.

9 Brings to the attention of the superior issues taking place in the environment or any other matters affecting the organization which may require his/her attention.

10  Coordinates travel arrangements for the superior, including hotel bookings.

11 Replenishes office requisites and supplies such as refreshments and stationery to ensure adequate stocks are maintained.

12 Administers the superior’s office competently to create a conducive environment for the efficient performance of managerial functions by the superior.

Requirements

1. General Education: Grade 12   
2. Professional/Academic Qualifications: 

• Diploma in Business Administration/Public Administration or related field.
• Certificate in Secretarial Studies

1. Relevant Pre-Job Experience:

•       The job requires more than 3 years’ experience.
•      At this stage, the jobholder has an in-depth understanding of the role and can perform a range of complex tasks or activities relating to the job with high level of skill and autonomy.