Universal General Supplies Ltd is a company registered under the patents and companies registration agency of Zambia. It is an innovative company that specializes in consultancy services and comprehensive supply in various fields. Universal general supplies Ltd, we focus on delivering high impact solutions of quality while being efficient, effective, and affordable, backed with extensive experience, this allows us to be preferred key players in our clients operations.
Sector: Construction, Consultancy and General supply.
Location: Opposite centro mall,Offices – Kabulonga, Lusaka.
Disclaimer: This job application is exclusively open to individuals who are residents of Zambia or possess a valid work permit allowing them to work in Zambia. Applications from candidates who do not meet these criteria will not be considered.
1. Office Secretary
Key Responsibilities
- Handle clients enquiries, receive and direct visitors to respective staff.
- Receive incoming calls, make outgoing calls, routing them accordingly and taking messages when the required staff are not available. Receive and dispatch mail, package deliveries and any other correspondence.
- Schedule and organize meetings, appointments, and office events with stakeholders and government entities, including managing logistics for boardroom and meeting room bookings.
- Take and circulate staff meeting minutes.
- Coordinate and manage all aspects of office supplies and operations , including timely maintenance and repairs, mailing, equipment and relevant bills while ensuring compliance with provided budget.
- Oversee office layout, order stationery and equipment, and ensure the office environment is maintained to high standards.
- Liaise with HR, Finance to update office policies, organize files etc.
- Address employee queries regarding office management issues and liaise with facility management vendors (cleaning, catering, security).
- Plan and organize in-house or off-site activities, ensuring the office operates smoothly and efficiently.
- Assist with travel arrangements (flights, hotels) and organize logistics for office visits, including transportation and meals.
- Identify opportunities for process improvements and implement new systems to enhance office management and improve efficiency.
- Provide administrative support as needed, including scheduling, research, and report creation.
Qualifications, Requirements and Skills
- Diploma or Bachelor’s degree Secretarial Studies or Business Administration or equivalent in any related field.
- Proven experience in an Office Manager, Front Office Manager, or similar administrative role.
- Strong knowledge of office administration responsibilities, systems, and procedures.
- Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
- Experience with email scheduling tools and virtual meeting platforms (MS Teams, Zoom).
- Experience with managing budgets and record keeping.
- Excellent time management, multitasking, prioritization skills and strong problem-solving abilities.
- Exceptional written and verbal communication skills.
- Strong organizational skills, capable of working in a fast-paced environment.
- A creative thinker with the ability to suggest and implement improvements.
Candidates are required to submit their application letter via email to apply@jobsportal-career.com with the subject “JOB TITLE-FULL NAME” to which must be attached; Cover letter, An updated Curriculum Vitae with three traceable referees, two of whom should be professionally acquainted with the candidate and one character referee.
