Secretary COMESA

Applications are invited from suitably qualified citizens of COMESA Member States residing in Zambia to fill the position of Secretary – GS6.

Purpose of the job 

The Secretary will assist the Administrative Assistant in the day to day running of the division in typing, proof reading of documents, operating a system of record keeping and be part of a team.

Reporting 

The Secretary will work under the overall supervision of the Director of Human Resources and Administration.

Tasks 

The successful candidate will provide the following tasks:

Transcribe by using a word processor from shorthand notes or from written and printed sources by:

1. Typing memoranda, letters, reports, faxes, tables, schedules and documents;
2. Proof reading the above and making corrections as necessary;

• Submitting the above for vetting and signature; and
• Sending the finished product to the Administrative Assistant.

Operate a system of record keeping by:

1. maintaining a file index;
2. filing correspondence and shelving thick documents;

• retrieving correspondence and documents; and
• keeping trace of files and documents when borrowed and ensuring their return to their respective file cabinets or shelves.

Participate in Team Activities by:

1. being part of a secretarial pool when required;
2. participating in the meetings of the Division or section;
3. accepting relevant work from the Administrative Assistant when the

• pressure on other secretaries calls for sharing of the work;
• carrying the functions of a Senior Secretary on ad hoc basis; and
• making suggestions on improvements on the general secretarial set-up of the Division.

Any other relevant duties that may be assigned by the Supervisor to achieve Divisional/ Unit mandates