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ZAMBIA MEDICINES REGULATORY AUTHORITY (ZAMRA) — EMPLOYMENT OPPORTUNITIES The Zambia Medicines Regulatory Authority (ZAMRA) invites applications from suitably qualified Zambian citizens for the position of Executive Assistant to the Director-General . Duty Station: ZAMRA Head Office, Lusaka 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.
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