Personal Assistant to General Director at Zambia Medicines Regulatory Authority

The Zambia Medicines Regulatory Authority (ZAMRA) was set up by the Medicines and Allied Substances Act (No. 3) of 2013 as a statutory body responsible for drug regulation in Zambia.

The Zambia Medicines Regulatory Authority invites applications from suitably qualified Zambian citizens to fill the following vacant positions at the Zambia Medicines Regulatory Authority Secretariat:

PERSONAL ASSISTANT TO DIRECTOR GENERAL – (1) (TEMPORARY)

PURPOSE OF THE JOB

To undertake secretarial and basic administrative duties of the office in order to facilitate smooth operations ofthc office.

DUTIES AND RESPONSIBILITIES

• Providing secretarial services to the office of the Director-General, including managing the Director – General’s calendar, scheduling of appointments, interviews and meetings;
• Taking minutes of meetings as required;
• Maintaining both manual and electronic filing system of all minutes, incoming and outgoing correspondence;
• Responsible for receipt and distribution of all incoming mail and documents as well as forwarding of all outgoing mail and documents;
• Assist in the preparation of reports. presentations and executive summaries as required by the Director -General;
• Assist with preparations for official and social functions as required by the Director- General;
• Ensuring that the Director-General is aware ofall changes, news and current affairs;
• Maintain a directory ofall key stakeholders, i.e. Telephone, e-mail and physical address;
• Arranging booking of hotel accommodation and air travel for the Director- General and Visitors and
• Performs other duties as required or assigned by the Director-General which are reasonably within the scope ofthe duties enumerated above.

PERSON SPECIFICATIONS AND QUALIFICATIONS

• Full Form V/Grade 1 2 School Certificate including English and Mathematics;
• Secretarial Diploma;
• 100/65 words per minute shorthand and typing speed;
• 5 years relevant experience, with at least 3 years providing office management services at Senior Management level;
• Attention to detail with high degree of accuracy;
• Highly dedicated to work and able to work long hours;
• Good interpersonal and communication skills;
• Demonstrated experience at both manual and electronic record keeping;
• Excellent organizational skills with abi lity to prioritize tasks and anticipate needs;
• Ability to manage sensitive and confidential information with discretion;
• Computer literate skills (Microsoft Office programs – Word, Excel, power point and internet) and
• Must be a Zambian citizen not less than 30 years old.

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