Executive Assistant

The Zambia Metrology Agency (ZMA) is a statutory body under the Ministry of Commerce, Trade and Industry (MCTI) established by the Metrology Act No. 6 of 2017. Its overarching mandate is to oversee the provision of Scientific, Industrial, and Legal Metrology services in the country.

The Agency hereby invites applications from suitably qualified Zambians to fill the following vacant position:

EXECUTIVE ASSISTANT

REPORTING TO: Executive Director
LOCATION: Lusaka

JOB PURPOSE

The Executive Assistant to the Executive Director provides high-level administrative and secretarial support, ensuring the Executive Director’s office operates efficiently. This role requires professionalism, confidentiality, and excellent organizational skills.

RESPONSIBILITIES

KEY RESULT AREAS

PRINCIPAL ACCOUNTABILITIES (MAIN DUTIES)

Administrative Support

• Manage the Executive Director’s calendar, appointments, and meetings.
• Handle emails, calls, and correspondence, ensuring timely responses.
• Draft, proofread, and edit reports, speeches, and presentations.
• Maintain confidential files and records.

Meeting Coordination & Documentation

• Schedule and prepare for Executive Committee meetings, and external engagements.
• Record and distribute meeting minutes, tracking action items.
• Coordinate travel, itineraries, and logistics for the Executive Director.
• Maintains ED’s official diary and appointments

Communication Liaison & Correspondence

• Serve as the first point of contact between the Executive Director and internal/external stakeholders.
• Ensure alignment between the ED and Directorate/ departmental heads.

Visitors

• Receives and attends politely to visitors in order to enhance the image of the office.

Correspondence

• Receives daily correspondence from both internal and external sources in order to ensure appropriate attention and action.

Research

• Undertakes effectively desk research and collation of data on topical issues in order to facilitate decision making.
• Assist in research, data collection, and report preparation for strategic decisions.

Budget

• Undertakes timely preparation of office budgets in order to facilitate acquisition and prudent expenditure of monetary resources.

Communication

• Attends to and makes telephone calls timely in order to facilitate communication.

MINIMUM QUALIFICATIONS:

a) Full Form V/Grade Twelve School Certificate
b) Bachelor’s degree in Business Administration, Public Administration, Human Resource Management or its equivalent
c) Minimum relevant work experience of Six (6) years
d) Shorthand/Typing speed of 120/65 wpm

Interested candidates meeting the above requirements should send their application letters
enclosing a detailed Curriculum Vitae, certified copies of professional and academic qualifications not later than 14 February 2025. Applications must be addressed to the following address or emailed to [email protected].

The Executive Director

Zambia Metrology Agency

P.O Box 30989

Lusaka

Zambia