Management Secretary

Job Purpose

To provide efficient and effective administrative and secretarial support services to Management, ensuring smooth office operations, effective communication, excellent document management and filing, scheduling of activities, events and meetings, and coordination of activities in line with organizational standards.

Main Duties and Responsibilities (Principal Accountabilities)

Event Scheduling:

• Manage and prioritize executives’ calendars, diaries, schedule meetings, and coordinate appointments, and various itineraries

Communication:

• Handle and prioritize all incoming and outgoing written correspondences, including emails, phone calls, blogs and posts.

Document Preparation:

• Prepare, format and edit various documents, reports, letters, Memorandum, articles, presentations and publications

Meeting Support:

• Prepare and Circulate Meeting Agendas, take Minutes at Meetings, and ensure all necessary materials are ready for meetings.

Travel Arrangements:

• Plan and book travels and accommodation, as well as create detailed itineraries for business travels, events and trainings.

Records Management:

• Organize, maintain and manage general office filing systems (physical and digital) for easy retrieval and reference.

Confidentiality:

• Handle sensitive and confidential information with integrity.

Office Support:

• Assist visitors, manage office supplies and replenishments and ensure office cleanliness, functionality of equipment as required

Response Time Management:

• Ensure that all incoming and outgoing correspondence are handled and replied to within set turn-around time.

Risk Management:

• Track and maintain up-to-date operational risk registers.

Qualifications:

• Grade 12 School Certificate or Equivalent with a minimum of Five (5) “O” levels, which must include Credits or Better in English and Mathematics.
• Diploma in Management Studies, Public Administration or related Management disciplines
• Degree is an added advantage.
• 120/60 wpm Shorthand and Typing Speed is a mandatory requirement.
• Minimum of Two (2) years of relevant work experience in similar roles
• Proven Computer Skills (Microsoft Office Tools and internet) is required
• Membership to a relevant Professional Body is not a must but is desirable
• Preferred Age Limit: Not older than 45 Years Next Birthday
• Qualifications must be verified by the Zambia Qualification Authority

Other Competencies / Skills / Attribute

• Results-oriented with excellent organizational and time-management skills
• Attention to detail, high-grade accuracy, and analytical skills are needed
• Proven ability to multitask, prioritize, and meet tight deadlines is crucial.
• Excellent written and verbal communication skills
• Excellent people management, interpersonal and public relations skills
• Demonstrated proficiency in Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) is typically required and basic ICT knowhow is needed
• High integrity, professionalism, accountability and confidentiality are a must
• Demonstrated problem-solving and conflict management abilities

How to Apply

Interested candidates meeting the above requirements should submit their applications attaching their cover letter, curriculum vitae, copies of certified academic and professional qualifications and ZAQA verification/evaluation certificates in a single PDF document as well as the Contact details (address/telephone/mail) of Three (3) traceable referees by either hardcopy or online on or before Friday, October 16, 2026.

Applications should be addressed and sent to:

The Managing Director
Luapula Water Supply and Sanitation Company Limited
P. O. Box 710594
MANSA

Apply by emailing: careers@lpwsc.co.zm