Background

The Zambia Medicines and Medical Supplies Agency (ZAMMSA) 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:

Main Job Purpose

To coordinate the provision of legal and Board Secretariat services in order to safeguard the interests of the Agency and facilitate the smooth oversight operations of the Board.

Main Responsibilities

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

1. Board Secretariat Services

• Convenes and services Board and Committee meetings in order to facilitate the conduct of Board business.
• Prepares the calendar of Board meetings at the beginning of the year and ensures that Board meetings are held at least once every quarter.
• Coordinates the induction of newly appointed Board members and the implementation of the Board Self-Evaluation Framework.
• Maintains the Register of Board Members and the Register of Declaration of Interests to enhance transparency and accountability in Board processes.

2. Board Resolutions

• Ensures the timely circulation of Board resolutions in order to facilitate implementation of Board decisions.
• Liaises with Directors to implement and monitor Board resolutions and provides feedback to the Board.

3. Legal Services

• Coordinates the provision of legal services in order to ensure compliance with the law and safeguard the Agency against legal risks.
• Conducts research on legal issues and provides informed legal opinions to the Board, the Director General and Management.
• Coordinates the handling of litigation and prosecution matters in order to represent the Agency and protect its interests.

4. Contracts and Legal Documents

• Coordinates the review and preparation of contracts and other legal documents in order to ensure compliance with legal provisions and safeguard the interests of the Agency.

5. Corporate Governance and Compliance

• Coordinates the conduct of corporate governance activities in order to ensure compliance with standards and promote a culture of ethical behaviour and integrity.
• Coordinates the development, review and implementation of policies in order to ensure adherence to statutory provisions, standards and industry best practices.
• Coordinates the implementation of compliance and safety standards in Board Secretary and Legal operations in order to minimise legal risks.

6. Strategic Planning and Continuous Improvement

• Coordinates the development and implementation of strategic plans for the Board Secretary and Legal functions in order to align with organisational goals and objectives.
• Coordinates the review and improvement of Board Secretary and Legal processes in order to enhance efficiency, reduce costs and increase customer satisfaction.

7. Leadership and Management

• Provides leadership to the Board Secretary and Legal teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets.
• Coordinates the preparation of departmental budgets and of reports for presentation to Management and the Board.
• Coordinates the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate performance.
• Manages human and other material resources in order to facilitate achievement of departmental objectives.

PERSONAL ATTRIBUTES

• Integrity
• Meticulous and pays attention to detail
• Persuasive
• Supportive
• Selfless and loyal to the Agency
• Good team player with self-drive

SKILLS REQUIRED

• Sound decision-making
• Ability to write analytical reports
• Ability to communicate effectively in English

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Full Grade 12 School Certificate
• Bachelor of Laws (LLB) or its equivalent
• Advocate of the High Court of Zambia
• Minimum 8 years’ relevant work experience

All advertised positions report to the Director General.

• Convenes and services Board and Committee meetings in order to facilitate the conduct of Board business.
• Prepares the calendar of Board meetings at the beginning of the year and ensures that Board meetings are held at least once every quarter.
• Coordinates the induction of newly appointed Board members and the implementation of the Board Self-Evaluation Framework.
• Maintains the Register of Board Members and the Register of Declaration of Interests to enhance transparency and accountability in Board processes.
• Ensures the timely circulation of Board resolutions in order to facilitate implementation of Board decisions.
• Liaises with Directors to implement and monitor Board resolutions and provides feedback to the Board.
• Coordinates the provision of legal services in order to ensure compliance with the law and safeguard the Agency against legal risks.
• Conducts research on legal issues and provides informed legal opinions to the Board, the Director General and Management.
• Coordinates the handling of litigation and prosecution matters in order to represent the Agency and protect its interests.
• Coordinates the review and preparation of contracts and other legal documents in order to ensure compliance with legal provisions and safeguard the interests of the Agency.
• Coordinates the conduct of corporate governance activities in order to ensure compliance with standards and promote a culture of ethical behaviour and integrity.
• Coordinates the development, review and implementation of policies in order to ensure adherence to statutory provisions, standards and industry best practices.
• Coordinates the implementation of compliance and safety standards in Board Secretary and Legal operations in order to minimise legal risks.
• Coordinates the development and implementation of strategic plans for the Board Secretary and Legal functions in order to align with organisational goals and objectives.
• Coordinates the review and improvement of Board Secretary and Legal processes in order to enhance efficiency, reduce costs and increase customer satisfaction.
• Provides leadership to the Board Secretary and Legal teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets.
• Coordinates the preparation of departmental budgets and of reports for presentation to Management and the Board.
• Coordinates the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate performance.
• Manages human and other material resources in order to facilitate achievement of departmental objectives.

• Sound decision-making
• Ability to write analytical reports
• Ability to communicate effectively in English
• Integrity
• Meticulous and pays attention to detail
• Persuasive
• Supportive
• Selfless and loyal to the Agency
• Good team player with self-drive

• Full Grade 12 School Certificate
• Bachelor of Laws (LLB) or its equivalent
• Advocate of the High Court of Zambia