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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: 1. BOARD SECRETARY/DIRECTOR – LEGAL (x 01) Grade: ZMS 02 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 2. DIRECTOR – WAREHOUSING AND DISTRIBUTION (x 01) Grade: ZMS 02 Main Job Purpose To coordinate all aspects of warehouse operations, inbound services, inventory management, outbound and distribution services in order to ensure efficient logistics, optimal inventory levels and timely delivery of medicines and medical supplies. Main Responsibilities The main duties and responsibilities for this post are but not limited to the following: 1. Policy and Strategic Planning Coordinates the development, implementation and review of policies in order to ensure adherence to legal provisions, standards and best practices. Coordinates the development and implementation of strategic plans for warehousing, distribution and customer service functions in order to align with organisational goals and meet customer demands. 2. Receiving and Inbound Services – Coordinates the recording, verification and receipt of medicines and medical supplies in order to ensure accountability. 3. Inventory Management – Coordinates inventory management strategies in order to ensure stock availability and accessibility, reduce carrying costs and wastage/expiries and ensure adherence to inventory standards. 4. Outbound and Dispatch Services – Coordinates the timely picking, packing, staging and loading of medicines and medical supplies in order to fulfil orders, meet delivery commitments and maintain customer satisfaction. 5. Continuous Improvement, Compliance and Safety Coordinates the review and improvement of warehousing, distribution and customer service processes through best practices and technology in order to enhance efficiency, reduce costs and increase customer satisfaction. Coordinates the implementation of compliance and safety standards in warehousing, distribution and customer service operations in order to maintain product quality, protect employee health and minimise legal risks. 6. Leadership and Management Provides leadership to the warehousing, distribution and customer service teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Coordinates the timely preparation of the annual departmental budget and work plans in order to facilitate programme implementation. Coordinates the monitoring and evaluation of programme implementation in order to assess impact on service delivery and provide appropriate interventions. Coordinates the timely preparation of departmental, quarterly and annual reports in order to facilitate informed decision-making. 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 Teamwork Results-oriented Tact and Diplomacy SKILLS REQUIRED Leadership and team building skills Metrics-driven leadership Analytical skills Interpersonal skills Ability to write clear strategic, operational and analytical papers Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Bachelor’s Degree in Supply Chain, Logistics, Pharmacy, Business Administration or its equivalent A combination of supply chain/logistics and pharmacy qualifications will be an added advantage Minimum 8 years’ work experience, 4 of which should be at senior management level 3. DIRECTOR – PROCUREMENT (x 01) Grade: ZMS 02 Main Job Purpose To coordinate the procurement of medicines, medical supplies, goods, services and works in order to meet the mandate of the Agency and ensure their timely availability. Main Responsibilities: The main duties and responsibilities for this post are but not limited to the following: 1. Policy and Strategic Planning Coordinates the development, implementation and review of procurement policies in order to ensure adherence to standards. Contributes to the formulation of ZAMMSA corporate strategies in order to drive the productivity of the Agency. 2. Procurement Planning – Coordinates the development, implementation and review of the procurement plan in order to align it with the budget and ensure adherence to statutory provisions. 3. Procurement of Medicines, Medical Supplies, Goods and Services Coordinates the procurement of medicines and medical supplies in response to the procurement plan in order to ensure availability. Coordinates the procurement of laboratory and medical equipment in response to the procurement plan. Coordinates the procurement of general goods and services in response to the procurement plan. 4. Contract Management – Coordinates the management of contracts in order to ensure adherence to statutory provisions. 5. Clearing and Forwarding – Coordinates the clearing and forwarding process in order to ensure goods are cleared and delivered on time, minimising delays in the supply chain. 6. Leadership and Management Provides leadership to the Procurement teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Coordinates the timely preparation of the annual departmental budget and work plans in order to facilitate programme implementation. Coordinates the monitoring and evaluation of programme implementation in order to assess impact on service delivery and provide appropriate interventions. Coordinates the timely preparation of departmental, quarterly and annual reports in order to facilitate informed decision-making. 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 Tact and Diplomacy Results-oriented SKILLS REQUIRED Leadership and team building skills Metrics-driven leadership Analytical skills Interpersonal skills Good computer skills Ability to write clear strategic, operational and analytical papers Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Bachelor’s Degree in Purchasing and Supply, CIPS Level 6 or its equivalent A qualification in Pharmaceutical Supply Chain will be an added advantage Minimum 8 years’ work experience, 4 of which should be at senior management level 4. DIRECTOR – FINANCE AND COMMERCIAL SERVICES (x 01) Grade: ZMS 02 Main Job Purpose To coordinate the management of financial resources in order to ensure the financial stability, growth and compliance of the Agency by providing accurate financial insights, managing resources efficiently and driving commercial initiatives that align with the Agency’s strategic objectives. Main Responsibilities: The main duties and responsibilities for this post are but not limited to the following: 1. Financial Management Policies and Strategic Planning Coordinates the formulation and review of financial management policies, regulations and guidelines in order to provide a framework for the prudent management of public resources. Contributes to the development and implementation of strategic plans in order to provide a roadmap for financial stability and growth and align financial resources with strategic priorities. 2. Management Accounting and Financial Reporting Coordinates the Agency’s management accounting functions, including budgeting, forecasting and financial analysis, in order to support strategic planning and decision-making. Coordinates accurate and timely financial reporting, including statutory accounts, management reports and financial statements, in order to maintain transparency and regulatory compliance. 3. Investments and Fund Management Coordinates the management and optimisation of the Agency’s investment portfolio in order to maximise returns and enhance financial stability. Coordinates the management and allocation of medicines and medical supplies funds, including working capital and reserves, in order to ensure adequate liquidity. 4. Business Development and Stakeholder Management Coordinates the identification and pursuit of new business opportunities, partnerships and markets in order to expand the Agency’s revenue streams and ensure long-term sustainability. Manages relationships with key stakeholders, including banks, regulators and partners, in order to foster trust and secure funding and partnerships. 5. Risk Management, Compliance and Governance Coordinates the identification, assessment and mitigation of financial risks, including market, credit and operational risks, in order to safeguard the Agency’s assets and reputation. Ensures adherence to financial regulations, standards and internal policies in order to maintain ethical standards and avoid legal penalties. 6. Financial Systems and Technology – Coordinates the implementation and maintenance of financial systems and technologies in order to improve efficiency, accuracy and data integrity. 7. Leadership and Management Provides leadership to the Finance and Commercial teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Undertakes training and development of staff in order to ensure high performance and compliance with best practices. Coordinates the timely preparation of the annual budgets and work plans in order to mobilise financial resources for programme execution. 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 Tact and Diplomacy SKILLS REQUIRED Leadership skills Managerial skills Interpersonal skills Analytical skills Good computer skills Ability to write clear strategic and technical reports Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Degree in Accountancy, Full ACCA/CIMA, Chartered Accountancy or its equivalent Member of the Zambia Institute of Chartered Accountants (ZICA) A Master’s Degree in a relevant field will be an added advantage Minimum 8 years’ work experience, 6 of which should be at senior management level 5. DIRECTOR – HUMAN RESOURCE AND ADMINISTRATION (x 01) Grade: ZMS 02 Main Job Purpose To coordinate the human resource management, security, maintenance, transport and administrative functions in order to ensure effective operations of the Agency. Main Responsibilities: The main duties and responsibilities for this post are but not limited to the following: 1. Policy and Strategic Planning Coordinates the development and implementation of policies in order to provide guidance in the operations of the Agency. Contributes to the formulation of ZAMMSA corporate strategies in order to drive the productivity of the Agency. 2. Human Resource Management and Development Coordinates human resource management functions in order to enhance staff morale and optimise the utilisation of human resources in the Agency. Coordinates human resource development functions in order to facilitate staff development and enhance staff performance. 3. Administrative and Logistical Support Services – Coordinates the timely provision of administrative and logistical support services in order to facilitate efficient and effective operations of the Agency. 4. Transport and Distribution Services – Coordinates the provision of transport and distribution services in order to facilitate the efficient distribution of medicines and medical supplies and the day-to-day operations of the Agency. 5. Maintenance and Security Services Coordinates the timely provision of maintenance services in order to facilitate efficient and effective service delivery. Coordinates security services for the Agency’s medicines, medical supplies, equipment, assets and personnel in order to ensure safety. 6. Leadership and Management Provides leadership to the Human Resource and Administration teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Coordinates the timely preparation of the annual departmental budget and work plans in order to facilitate programme implementation. Coordinates the monitoring and evaluation of programme implementation in order to assess impact on service delivery and provide appropriate interventions. Coordinates the timely preparation of departmental, quarterly and the Agency’s annual reports in order to facilitate informed decision-making. 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 Tact and Diplomacy SKILLS REQUIRED Leadership skills Managerial skills Interpersonal skills Analytical skills Good computer skills Ability to write clear strategic and analytical reports Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Bachelor’s Degree in Public Administration, Human Resources or its equivalent Master’s Degree in a relevant field Full Member of the Zambia Institute of Human Resource Management (ZIHRM) Minimum 8 years’ work experience, 4 of which should be at senior management level 6. DIRECTOR – INTERNAL CONTROLS (x 01) Grade: ZMS 02 Main Job Purpose To coordinate the development and implementation of robust internal audit and risk management strategies in order to provide risk-based, objective and reasonable assurance on governance and internal controls as well as identify potential risks and proactively mitigate against them. Main Responsibilities: The main duties and responsibilities for this post are but not limited to the following: 1. Policy and Strategic Planning Coordinates the development, implementation and review of policies, strategies, guidelines and procedures in order to ensure adherence to statutory provisions and facilitate an effective governance system. Coordinates the development and implementation of strategic plans for the Internal Controls function in order to align with organisational goals and objectives. 2. Internal Audit and Reporting Coordinates the conduct of thorough audits, documentation of findings and preparation of comprehensive reports in order to provide insights for process improvement, risk mitigation and informed decision-making. Coordinates the evaluation of the effectiveness of internal controls and procedures in order to provide assurance on their adequacy and reduce fraud risks. 3. Risk Management Coordinates the identification, assessment and profiling of risks in order to mitigate potential threats and protect the Agency’s assets. Coordinates the identification, assessment and mitigation of risks related to the quality and safety of medicines and medical supplies in order to safeguard the Agency and its customers. 4. Compliance Monitoring and Fraud Prevention Coordinates the monitoring of adherence to regulatory requirements, policies, standards and procedures in order to avoid litigation, legal penalties, reputational damage and financial losses. Coordinates the implementation of measures to detect, investigate and prevent fraud in order to safeguard assets and ensure ethical conduct across all levels. 5. Stakeholder Engagement and Advisory Services Coordinates stakeholder engagement meetings to communicate audit findings and recommendations in order to foster transparency and continuous improvement. Provides strategic advice to senior management based on audit insights and risk assessments in order to support strategic planning and informed decision-making. 6. Training and Development – Coordinates training on risk management practices, internal controls and audit procedures in order to cultivate a risk-aware culture and ensure compliance awareness. 7. Leadership and Management Provides leadership to the Internal Controls teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Coordinates the timely preparation of the annual departmental budget and work plans in order to facilitate programme implementation. Coordinates the monitoring and evaluation of programme implementation in order to assess impact on service delivery and provide appropriate interventions. Coordinates the timely preparation of departmental, quarterly and annual reports in order to facilitate informed decision-making. 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 Tact and Diplomacy Results-oriented SKILLS REQUIRED Leadership and team building skills Metrics-driven leadership Analytical skills Interpersonal skills Good computer skills Ability to write clear strategic, technical and analytical papers Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Bachelor’s Degree in Accountancy, full CA/ACCA/CIMA or its equivalent Minimum 8 years’ work experience, 4 of which should be at senior management level 7. DIRECTOR – SUPPLY PLANNING (x 01) Grade: ZMS 02 Main Job Purpose To coordinate the forecasting, quantification and supply planning of medicines and medical supplies in order to meet the mandate of the Agency and ensure their timely availability. Main Responsibilities: The main duties and responsibilities for this post are but not limited to the following: 1. Policy and Strategic Planning Coordinates the development, implementation and review of policies in order to ensure adherence to standards. Contributes to the development and implementation of the Agency’s strategic plans. 2. Forecasting, Quantification and Supply Planning – Coordinates the development of accurate demand forecasts and supply plans for medicines and medical supplies based on epidemiological data, historical usage, trends and future health requirements in order to ensure optimal supply levels across public health facilities. 3. Supply Chain Optimisation and Demand-Supply Alignment Coordinates the development and optimisation of supply chain processes in order to reduce lead times and costs from manufacturers to ZAMMSA warehouses. Coordinates the use of data analytics to monitor stock levels and consumption trends in order to align supply plans with actual demand and adjust forecasts and inventory levels. 4. Supplier Relationship Management – Coordinates the development of strong relationships with suppliers in order to ensure timely delivery of quality, cost-effective medicines and medical supplies that meet the needs of health facilities. 5. Stakeholder Collaboration – Coordinates the collection of inputs, concerns and national requirements from key stakeholders in order to incorporate them into the quantifications and forecasts that inform procurement plans. 6. Leadership and Management Provides leadership to the Supply Planning teams in order to foster a culture of excellence, teamwork and continuous improvement and achieve performance targets. Coordinates the timely preparation of the annual departmental budget and work plans in order to facilitate programme implementation. Coordinates the monitoring and evaluation of programme implementation in order to assess impact on service delivery and provide appropriate interventions. Coordinates the timely preparation of departmental, quarterly and annual reports in order to facilitate informed decision-making. 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 Tact and Diplomacy Results-oriented SKILLS REQUIRED Leadership and team building skills Metrics-driven leadership Analytical skills Interpersonal skills Good computer skills Ability to write clear strategic, operational and analytical papers Ability to communicate fluently in English MINIMUM QUALIFICATIONS AND EXPERIENCE Full Grade 12 School Certificate Bachelor’s Degree in Logistics, Supply Chain Management, Business Administration, Management, Commerce, Pharmacy or its equivalent Minimum 8 years’ work experience, 4 of which should be at senior management level 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
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