Job description

The Zambia Medicines and Medical Supplies Agency (ZAMMSA)

The Zambia Medicines and Medical Supplies Agency (AGENCY) is a Statutory Government Agency established by the ZAMMSA Act No.9 of 2009 and charged with the procurement of medicines and medical supplies, storage of medicines and medical supplies and distribution of medicines and medical supplies to all public facilities in Zambia. The Agency’s responsibility is carried out on behalf of Government, ensuring that essential drugs and medical supplies are available and accessible to the public. ZAMMSA ensures quality and safety of the distributed medical products through strict quality assurance protocols, including inspections and compliance with regulatory requirement.

The Agency seeks applications from suitably qualified and experienced Zambian Nationals to fill the under listed positions at ZAMMSA:

8. EXECUTIVE SECRETARY – OFFICE OF THE DIRECTOR GENERAL (x 01)

Grade: ZMS 05

Main Job Purpose

To provide executive secretarial and administrative support services to the Office of the Director General in order to facilitate the efficient running of the office and the effective management of the Agency’s business.

Main Responsibilities:

The main duties and responsibilities for this post are but not limited to the following:

1. Office Management

• Manages the day-to-day operations of the Office of the Director General in order to ensure the smooth and efficient running of the office.

• Monitors the stock of stationery and the condition of office equipment in order to ensure availability of resources for smooth operations.

• Manages the office imprest in accordance with financial regulations and procedures in order to facilitate payment of minor office expenses and ensure accountability.

2. Diary and Schedule Management

– Coordinates the Director General’s diary, appointments, meetings and travel arrangements in order to ensure efficient use of time and timely attendance of engagements.

3. Correspondence and Document Preparation

• Handles incoming and outgoing correspondence for the Office of the Director General in order to ensure timely responses and a proper flow of information.

• Prepares letters, memoranda, reports, presentations and other official documents accurately in order to facilitate effective communication by the Director General.

4. Records and Information Management

• Maintains the filing and records management system of the Office of the Director General in order to ensure safe custody and easy retrieval of documents and information.

• Maintains strict confidentiality of information and documents handled in the Office of the Director General in order to safeguard the interests of the Agency.

5. Meetings Support and Follow-up

• Coordinates the logistics for meetings convened by the Director General and takes and circulates minutes in order to facilitate follow-up and implementation of decisions.

• Tracks the implementation of directives and action items from the Director General in order to facilitate timely completion of assignments.

6. Front Office and Client Care

– Receives visitors, telephone calls and enquiries to the Office of the Director General courteously in order to project a positive image of the Agency and ensure clients are attended to promptly.

7. Reports and Performance Management

• Prepares periodic reports on the activities of the Office of the Director General in order to facilitate informed decision-making.

• Develops individual work plans and participates in the Performance Management System (PMS) in order to facilitate monitoring and evaluation of performance.

PERSONAL ATTRIBUTES:

• Integrity and discretion in handling confidential information

• Meticulous and pays attention to detail

• Ability to work under pressure

• Good team player with self-drive

SKILLS REQUIRED

• Good organisational and time management skills

• Good interpersonal and customer care skills

• Computer literacy, including Microsoft Office applications

• Ability to draft official correspondence, reports and minutes

• Ability to communicate in English and at least one local language

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Full Grade 12 School Certificate with a credit or better in English

• Diploma in Secretarial Studies, Executive Secretarial Studies or Office Administration

• A Degree in Office Management, Business Administration or its equivalent will be an added advantage

  Minimum 5 years’ relevant work experience, 3 of which should be at senior level