EDITORIAL SECRETARY Paterson Grade: B5

Company Name: 
Allgemeine Zeitung
Minimum Requirements: 

. Grade 12
· Past experience in an editorial environment
· Working knowledge of computer programs needed in administration including Word and Excel
· Must be fluent in reading, writing and speaking German

Main Responsibilities: 

. Collects all media invitations received by incoming mail addressed to the Office, fax messages, and all other invites to assist the Manager to compile a daily diary.
· Receives and directs visitors to the Office and provides them with basic information to ascertain their needs and assist visitors.
· Receives and delivers phone messages, opinions or messages from newsmakers, clients and contributors to appropriate company employees to improve communication from the outside to the newsroom.
· Replies and RSVP’s to invitations according to the instructions of the Manager to ensure smooth news gathering operations.
· Coordinate with the Manager when trips must be arranged in line with invitations or the
. Supplement Calendar and makes all the arrangements for the trips to ensure successful trips.
· Maintains and updates a database of important contact persons to assist editorial staff in the carrying out of their duties.
· Maintains HR and other required records to submit to Human Resource department for processing.
· Acts as secretary to the Manager to facilitate his daily duties.
· Collect, process and book walk-in advertisements for all NMH publications;
· Refer and assist marketing staff in Swakopmund and Windhoek with the booking and receipt of display advertisements;
· Execute editorial assignments and produce editorial material for publication in consultation with the Manager and editorial staff;
· Organizes social events for the Office to build team spirit and good camaraderie
· Control, supply staff as authorized, reconcile, secure and replenish Petty Cash box from Finance Department to ensure financial responsibility and to provide adequate records of unforeseen expenses in the Office;
· Distribute internal memos, reports and notices to all staff to facilitate internal communication and to keep everyone informed.
· Assist the manager with administration and monitoring of company vehicles when he is not available to ensure transport is available to staff when needed.
· Order and control stationary to prevent shortfalls.
· Performs under supervision, in accordance with general principles and directives.

Key Performance Areas: 

Assist in the coordination of office activities
· Attends to visitors and callers
· Make travel arrangements
· Arrange relevant meetings, functions and relevant documentation
· Perform secretarial duties
· Control departmental petrol order book, petty cash and stationery
· Administer internal communication
· Maintain appropriate departmental records and filing system
· Adhere to the accepted production, communication, and dissemination techniques and methods of
· Ability to organize and prioritize tasks to adhere to strict deadlines and agreed procedures within and outside the editorial offices;
· To be part of the editorial team and to ensure the development of constructive and cooperative working relationships with others;

Skills: 

. Ability to learn and apply general administrative tasks (personnel, finance, office administration)
· Knowledge of the structure and content of the German language including the meaning and spelling of words, rules of composition, and grammar;
· Knowledge of media production, communication, and dissemination techniques and methods including alternative ways to inform and entertain via written, oral, and visual media;
· Proven ability to organize and prioritize tasks
· Effective written and oral communication skills with the ability to deal diplomatically and assertively with colleagues as well as internal and external contacts;
· Ability to work to agreed procedures and to follow a methodical approach;
· Attention to detail;
· Proven ability to work as part of a team and to ensure the development of constructive and cooperative working relationships with others;
· Ability to exercise initiative and identify areas for improvement of service

Striving for a career in Media: 

Interested candidates who qualify for the above position can forward their CV with certified copies of
qualifications and relevant documentation to:
The Human Resources Department
E-mail: [email protected]

Please write “Editorial Secretary - Paterson Grade: B5” in the subject line
Only shortlisted candidates will be contacted.
No documents will be returned

Closing date for applications: 
05 July 2019
Interviews will take place: 
09 July 2019
Duty Station: 
Windhoek