Background

The Zambia Medicines Regulatory Authority (ZAMRA) is a statutory body established under the Medicines and Allied Substances Act, Chapter 299 of the Laws of Zambia, responsible for the regulation of medicines and allied substances in Zambia. The Authority invites applications from suitably qualified Zambian citizens who are ambitious, innovative, energetic and performance-driven to apply for the following positions:

10. EXECUTIVE ASSISTANT TO THE DIRECTOR-GENERAL (1)

Job Purpose

To provide high-level executive, secretarial and administrative support to the Office of the Director-General, including the management of the Director-General’s schedule, correspondence, records and stakeholder engagements, in order to facilitate the efficient, professional and confidential operation of the Office.

Person Specifications and Qualifications

• Full Form V/Grade 12 School Certificate with five (5) ‘O’ Level credits or better, including English and Mathematics;
• Bachelor’s Degree in Business Administration, Public Administration, Office Management, Secretarial Studies or any related field;
• A professional secretarial or executive office management qualification will be an added advantage;
• A minimum of five (5) years’ relevant work experience, at least two (2) of which should be in providing executive support at senior management or board level; and
• Membership of a relevant professional body will be an added advantage.

Required Skills and Attributes

• Advanced proficiency in computer skills, including word processing, spreadsheets, presentations and electronic diary management;
• Excellent command of written and spoken English;
• Good minute-taking and report writing skills;
• Strong planning, organisation and time management skills;
• Good interpersonal and communication skills;
• Ability to work under pressure, meet deadlines and manage competing priorities;
• Professional presentation and a courteous, client-oriented manner;
• Ability to work with minimal supervision; and
• High level of discretion and integrity, and the ability to handle confidential and sensitive information.

Duties and Responsibilities

• Manage the Director-General’s diary and appointments, and ensure that official commitments are properly scheduled and honoured;
• Receive, screen and route correspondence, telephone calls and visitors to the Office of the Director-General;
• Draft, type, format and proofread correspondence, reports, presentations and other documents for the Director-General;
• Maintain an efficient and secure filing and records management system for the Office of the Director-General, including confidential records;
• Coordinate and service management, Board and other meetings chaired by the Director-General, including the preparation of agendas, circulation of papers and taking of minutes;
• Follow up on decisions, action points and deadlines arising from meetings and correspondence, and report progress to the Director-General;
• Coordinate logistical arrangements for the Director-General’s local and international travel, including itineraries, visas, accommodation and travel claims;
• Receive and host visitors, delegations and stakeholders on behalf of the Office of the Director-General;
• Liaise with Directors, Heads of Department and external stakeholders on behalf of the Director-General;
• Manage the imprest, office supplies and other administrative requirements of the Office of the Director-General; and
• Perform any other duties as may be assigned by the supervisor.

NOTE

Candidates are required to have their qualifications verified by the Zambia Qualifications Authority (ZAQA) before submitting their applications.

ZAMRA is an equal opportunity employer, and we encourage applications from qualified individuals of all backgrounds.

• Manage the Director-General’s diary and appointments, and ensure that official commitments are properly scheduled and honoured;
• Receive, screen and route correspondence, telephone calls and visitors to the Office of the Director-General;
• Draft, type, format and proofread correspondence, reports, presentations and other documents for the Director-General;
• Maintain an efficient and secure filing and records management system for the Office of the Director-General, including confidential records;
• Coordinate and service management, Board and other meetings chaired by the Director-General, including the preparation of agendas, circulation of papers and taking of minutes;
• Follow up on decisions, action points and deadlines arising from meetings and correspondence, and report progress to the Director-General;
• Coordinate logistical arrangements for the Director-General’s local and international travel, including itineraries, visas, accommodation and travel claims;
• Receive and host visitors, delegations and stakeholders on behalf of the Office of the Director-General;
• Liaise with Directors, Heads of Department and external stakeholders on behalf of the Director-General;
• Manage the imprest, office supplies and other administrative requirements of the Office of the Director-General; and
• Perform any other duties as may be assigned by the supervisor.

• Advanced proficiency in computer skills, including word processing, spreadsheets, presentations and electronic diary management;
• Excellent command of written and spoken English;
• Good minute-taking and report writing skills;
• Strong planning, organisation and time management skills;
• Good interpersonal and communication skills;
• Ability to work under pressure, meet deadlines and manage competing priorities;
• Professional presentation and a courteous, client-oriented manner;
• Ability to work with minimal supervision; and
• High level of discretion and integrity, and the ability to handle confidential and sensitive information.

• Full Form V/Grade 12 School Certificate with five (5) ‘O’ Level credits or better, including English and Mathematics;
• Bachelor’s Degree in Business Administration, Public Administration, Office Management, Secretarial Studies or any related field;
• A professional secretarial or executive office management qualification will be an added advantage;
• A minimum of five (5) years’ relevant work experience, at least two (2) of which should be in providing executive support at senior management or board level; and
• Membership of a relevant professional body will be an added advantage.