EXECUTIVE ASSISTANT x 3 – Zimbabwe Electoral Commission 650 views

The Zimbabwe Electoral Commission (ZEC) is an Independent Electoral Management Body established in terms of Section 238 of the Constitution of Zimbabwe. Its major function is to manage and conduct elections to the offices of the President, Parliament, and Local Authorities, and Referendums, and all related electoral processes in accordance with the laws of Zimbabwe and international best practices.
The Commission wishes to recruit professionals of high integrity with good communication and decision-making skills, and sound knowledge of electoral democracy to fill vacancies that have arisen in the institution. Suitably qualified women are encouraged to apply.
Applications are invited for the following posts: –
JOB TITLE : Executive Assistants x 3 (Director-HR, Director- R & D, & PEO Mashonaland West)
REPORTS TO: Directors & Provincial Elections Officer
STATION : Head Office x 2 & Mashonaland
Westxl
GRADE : 9
Summary of Responsibilities
⦁ Timeous preparation of documents and collation of reports.
⦁ Preparing memos and minutes relating to routine correspondence for the Director’s signature:
⦁ Coordinating the day-to-day operational and administrative activities of the Director’s Office by organizing the flow of work, prioritizing incoming requests, maintaining an office control system, and following up to ensure timely response and execution;
⦁ Determining the priority of matters for the attention of the Director and redirecting matters to staff to handle, or handle matters by-self, as appropriate;
⦁ Keeping the Director advised of time-sensitive and priority issues, ensuring appropriate follow-ups.
⦁ Organising and servicing meetings (scheduling Departmental and Committees meetings, preparing meeting documents, convening meetings, booking venues, taking minutes, and attending to all other meeting logistics);
⦁ Maintaining an efficient Information management system that includes maintenance of paper and electronic records/filing systems and address directories for the Departments;
⦁ Requisitioning and maintaining office supplies for the HR Department;
⦁ Implementing effective office procedures and office administrative systems that support all Departmental functions;
⦁ Drafting the Departmental Budgets and monitoring departmental monthly financial allocations and expenditures
⦁ Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Minimum Qualifications/Job Specifications
⦁ A Diploma in Secretarial Studies/ Office Management or any other relevant qualification
⦁ Proficient in Micro soft packages particularly Excel, Powerpoint. Access, Word, and other spreadsheets.
⦁ A detail-oriented self-starter with prior experience in the management field.
⦁ Someone who exhibits sound judgment with the ability
to prioritize and make decisions
⦁ Energetic and eager to tackle new assignments and challenges
⦁ Comfortable interacting with high-level executives
⦁ A team player capable of cultivating productive working relationships across ZEC
⦁ Resourceful, with a can-do attitude
⦁ Ability to work under minimum supervision and under pressure