Personal Secretary

Job Title: Personal Secretary
Job Type: Permanent and Pensionable
Location: Head Office – Lusaka.
ERB Grade: ERB 6
Reports To: Director Legal and Secretarial Services
Background
The Energy Regulation Board (ERB) is a statutory body created by the Energy Regulation Act
No. 12 of 2019 to regulate Zambia’s energy sector. The ERB is looking to hire a qualified and
experienced Zambian national to fill the position of Personal Secretary to be based at its
Head Office in Lusaka under the Department of Legal and Secretarial Services.

Job Purpose
To provide secretarial services to the Departmental Head and staff in order to enhance the
efficiency and effectiveness of the Department.
Main Duties and Responsibilities
• Type confidential and non-confidential memoranda, letters, reports, notices and
routine assignments from manuscripts or as requested.
• Provide word processing support, including drafting correspondence for the
supervisor.
• Assist with clerical duties such as photocopying, scanning and binding of documents.
• Screen, direct, respond to and prioritise calls and correspondence as the first point of
contact for the supervisor and departmental staff.
• Screen and refer visitors or callers to the supervisor, relevant section or department,
and control access to the supervisor’s office.
• Manage the supervisor’s calendar, schedule appointments and maintain an up-to-date
appointment and reminder diary.
• Maintain office supplies and stationery inventory, anticipate supply needs and timely
initiate requisitions.
• Assist the supervisor and other officials with travel, accommodation arrangements,
allowances and related local or international logistics.
• Devise, manage and maintain a comprehensive filing system for confidential and nonconfidential records, minutes and documents for ease of retrieval.
• Schedule internal and external meetings, coordinate logistics, provide preparation
materials and ensure appropriate follow-up.
• Take minutes during meetings.

Required Skills
• Secretarial and Typing Skills: Ability to type accurately, take shorthand, prepare
correspondence, minutes, briefs and reports, and maintain high typing standards.
• Office Administration: Ability to manage diaries, appointments, meetings, office
supplies, records and administrative logistics efficiently.
• Records Management: Ability to maintain an effective and up-to-date filing system
for confidential and non-confidential documents.
• Communication Skills: Ability to communicate effectively in English and handle
correspondence, visitors and calls professionally.
• Confidentiality and Integrity: Ability to handle sensitive information with
discretion, integrity and professionalism.
• Interpersonal and Organisational Skills: Good interpersonal, etiquette,
organisational, assertiveness, negotiation and networking skills.
• Computer Literacy: Ability to operate computers and other office equipment
effectively.

Minimum Qualifications
• Grade 12 Certificate with five (5) credits or better or equivalent.
• Private/Personal Secretary Certificate with 100 wpm shorthand speed and 65 wpm
typewriting speed.
• Office Management Certificate or Executive Assistant Certificate.
• A minimum of four (4) years post-qualification relevant experience, two (2) years of which
should have been served managing a senior office.
• Verification of all qualifications by ZAQA is required.

How to Apply
Applicants must complete the pre-application form available at this link: ERB e-Job
Application – Personal Secretary (1) – Fill out form or by scanning the QR Code below:
1. Applicants who meet ALL the minimum qualifications above will be invited to submit
soft copies of application letters, current Curriculum Vitae (with minimum two (2)
professional referees, in pdf version) and ZAQA certified photocopies of Grade 12
Certificate, Private/Personal Secretary Certificate, Office Management Certificate or
Executive Assistant Certificate, and any other relevant qualifications to
jobs@erb.org.zm. No hard copies will be considered.
2. Application deadline is Saturday, 22
nd August 2026.
ERB is an equal opportunity employer, both genders are encouraged to apply. Candidates
involved in any lobbying shall be disqualified. Only short-listed candidates will be contacted.