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Duties and responsibilities
The Assistant Secretary will have the following duties and responsibilities:
- Updating the Members’ register (electronic and hard copy);
- Receiving applications for registration and recording them into the registration book and update the same;
- Open files for the member to be registered and circulate the application for registrations for members’ comments using the determined template;
- Carrying out background checks on all application for registrations as part of due diligence;
- Dispatch application for registration correspondences to the applicants with the endorsement certificate issued by the Executive Secretary;
- Follow up on court orders and certificates of registration from the applicants and transmitting the same to the Departmental Secretary and Registry Clerk for updating of the Members’ register;
- Assists with complaints handling and case management, including case diarisation for allocated matters and all other correspondences to be dispatched to the DEC;
- Data capturing and maintenance of the Law Society of Zimbabwe database (both complaints and members’ database) – including all hard copy information / correspondences into the system and the conveying of the same to the relevant officers;
- Maintaining the Regulation Registry filing, retrieving and tracing unreturned files;
- Assisting in the physical and electronic archiving;
- File the Personal Details Forms (PDFs) and update the members’ details on the Electronic Member; Management System (MMS);
- Carrying out any other duties as assigned.
- At least four (4) years in a similar environment or a law firm set up;
- Experience in law firm or legal affairs administration a must;
- Excellent typing skills, accuracy and completeness;
- Ability to work under pressure;
- Excellent organisational skills;
- Excellent communication skills;
- Information management skills including excellent filing and diarisation of cases;
- Ability to handle sensitive information with utmost confidentiality;
- Ability to complete tasks with minimum supervision.
- At least five (5) O levels including English;
- Higher National Diploma in Secretarial studies from a recognised institution;
- An administration degree will be an added advantage;
- Computer proficiency including Microsoft Office packages (in particular Word, Excel, PowerPoint, Publisher), Database and Internet, emailing.
Interested qualified applicants email their Application Letter (indicating remuneration expectations), Curriculum Vitae (as a single document) together with certified copies of their academic and professional qualifications (as a second single document) to firstname.lastname@example.org and copy to email@example.com
Only shortlisted candidates will be contacted for interviews.