Job Description

Posted on September 21, 2021

The Zambia Institute for Policy Analysis and Research (ZIPAR) is the leading Think Tank in Zambia, with a distinctly international character. The Think Tank provides an environment for creative thinking and conducting policy analysis and research, promotes dialogue and advocacy and delivers capacity building and training. Overtime, the Institute has grown to become a critical reference in the social and economic policy discourse in Zambia. To support the Executive Director to effectively manage the institution, ZIPAR seeks the services of an experienced Executive/Personal
Job Purpose
To provide the Executive Director with full-time high level technical and special support of a multi-tasking nature. The primary responsibility for this position is to ensure that the Executive Director’s office is as productive, effective and efficient as possible for him to maximise the impact this strategic, busy and demanding leadership job. The Job holder will work closely with the Executive Director to help him carry out significant leadership responsibilities.
Key Accountabilities
Key accountabilities will include:
Helping to ensure that the Executive Director is prepared for meetings, including preparing bios or background information when the Executive Director is meeting with an individual, organization, or company for the first time;
Composing correspondence dealing with issues or subject matter in ways that require considerable sensitivity, discretion, judgement or negotiation in replying to inquiries, and/or presenting or requesting information.;
Maintaining a register for use of common office facilities;
Carry out bookings of hotel accommodation and air travel for the Executive Director;
Maintaining a register/database of important stakeholders’ phone, e-mail and physical address;
Responsible for public relations, ensuring the enhancement of the Executive Director’s office public image and regularly updates the Executive Director’s activities and appointments;
Maintaining the Executive Director’s files and the Institution’s confidential files, create and maintain appropriate records and filing systems;
Collating material submitted from various sources to produce consolidated reports;
Taking minutes at all meetings chaired by the Executive Director;
Liaising with internal unit heads;
Maintaining both manual and electronic filing system of all incoming and outgoing mail and ensuring that mail is distributed appropriately;
Keeping a record of all board and sub-committee minutes both hard and soft copy;
Preparing and arranging Board meetings;
Providing secretarial services to the office of the Executive Director, including keeping a diary of official appointments;
Preparing and arranging social functions as required by the Executive Director.
Required Attributes and Competences
Attention to detail with high degree of accuracy;
Highly dedicated to work and able to work long hours;
Presentable with good inter-personal and communication skills;
Pro-active, innovative and assertive;
Self- starter and independent worker as well as team player;
Demonstrated experience at record keeping both manual and electronic;
Outstanding reading, writing and verbal communication skills;
Ability to work well under tight deadlines and respond to rapidly changing demands;
Possess excellent organization skills with the ability to priotise tasks and anticipate needs;
Ability to manage sensitive and confidential information with discretion;
Exhibit professionalism, poise, courtesy, and strong interpersonal skills;
Strong initiative, independent judgement, discretion, and decision making skills required coupled with effective follow-up including tracking and delegation;
Professional presentation and demeanor with good interpersonal skills.
Qualifications and Experience
Full Grade 12 School Certificate or its equivalent, with credits or better in English and Mathematics.
Bachelor’s Degree in, Business Administration, Public Administration, Human Resources or any relevant equivalent degree.
A minimum of five (5) years work experience in a similar role in a reputable organization.
How to Apply
Interested candidates who meet the above requirements should submit their applications, electronically, with appropriately sealed supporting documentation all in a single email to jobs@zipar.org.zm
The applications should be clearly marked with job title and applicant’s name hyphenated as the subject of the email and should be addressed to:
The Executive Director
Zambia Institute for Policy Analysis and Research
P.O. Box 50782
Lusaka
ZIPAR is an equal opportunity employer. Men are encouraged to apply. Please note that only shortlisted candidates will be contacted.
Application deadline
24th September, 2021.