Zambia Medicines and Medical Supplies Agency
EMPLOYMENT OPPORTUNITY
Zambia Medicines and Medical Supplies Agency (ZAMMSA) is a Statutory Body established by Act No. 9 of 2019. It has a broad mandate of:
▪ Procurement of medicines and medical supplies;
▪ Storage of medicines and medical supplies; and
▪ Distribution of medicines and medical supplies to all public health facilities in Zambia.
The Vision of ZAMMSA is to be “a world-class supply chain system of essential medicines and medical supplies for a healthy and productive Nation”.
To enhance our services, we are seeking to employ in the following positions:
RE-ADVERTISED
1. MANAGER – CUSTOMER SERVICE CENTRE (01)
Main Job Purpose
To manage the Agency’s Customer Service function and liaise with stakeholders in the public health sector to attain customer satisfaction.
Main Responsibilities:
▪ Manages periodically the development, implementation, and review of policies to ensure adherence to standards.
▪ Manages efficiently, the resolution of customer complaints, queries and monitors information through Profiling Complaints and Queries to attain customer satisfaction.
▪ Manages effectively, the data capture of all customer complaints and queries in order to update the database and facilitate swift resolutions.
▪ Manages effectively, the receipt, review, and processing of orders for medicines and medical supplies from health facilities to ensure the accurate picking, packing, staging, loading and distribution.
▪ Manages timely, liaison with stakeholders in order to access their reports, acquire buy-in and provide feedback necessary to enhance relationships.
▪ Manages timely, the preparation of the departmental budgets to facilitate timely acquisition of resources and implementation of programmes.
▪ Manages effectively, the monitoring and evaluation of the implementation of the programmes in order to assess the impact on service delivery and provide appropriate interventions.
▪ Manages timely, the preparation of departmental, quarterly, and annual reports to facilitate informed decision-making.
▪ Manages effectively, the development of work plans and implementation of the Performance Management System (PMS) to monitor and evaluate performance.
▪ Manages effectively, human and other material resources in order to facilitate achievement of departmental objectives.
1. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
2. Other Skills / Attributes required.
▪ Leadership and team building skills.
▪ Integrity
▪ Tact and Diplomacy
▪ Interpersonal skills
3. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating, delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and development programmes.
4. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate
▪ A minimum of bachelor’s degree in Business, Marketing, Banking, Commerce or equivalent.
▪ Must be a member of a relevant professional body.
▪ Minimum of 8 years’ relevant work experience of which 3 should at senior level in a similar role
▪ Experience in Customer services will be an added advantage
2. MANAGER – OUTBOUND LOGISTICS (01)
Main Job Purpose
To manage the receipt, review, and processing of orders for medicines and medical supplies from health facilities to ensure the accurate picking, packing, staging, and loading of medicines and medical supplies to fulfil orders and facilitate distribution.
Main Responsibilities:
▪ Manages periodically, the development, implementation, and review of policies to ensure adherence to standards.
▪ Manages efficiently the picking and assembling of all generated according to ZAMMSA’s delivery schedule to fulfil orders and facilitate distribution.
▪ Effectively manages the packing and marshalling all scheduled assembled orders according to ZAMMSA’s delivery schedule to fulfil orders and facilitate distribution.
▪ Manages timely loading and dispatch of scheduled trucks to fulfil orders and facilitate distribution.
▪ Manages effectively, the monitoring and evaluation of the implementation of the programmes to assess the impact on service delivery and provide appropriate interventions.
▪ Manages timely, the preparation of departmental, quarterly, and annual reports to facilitate informed decision-making.
▪ Manages effectively, the development of work plans and implementation of the Performance Management System (PMS) to monitor and evaluate performance.
▪ Manages effectively, human, and other material resources to facilitate achievement of departmental objectives.
1. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
2. Other Skills / Attributes required.
▪ Leadership and team building skills.
▪ Integrity
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
3. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating,
delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and
development programmes.
4. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate
▪ A minimum of Bachelor’s Degree in Logistics, Business Administration, Management, Commerce or equivalent.
▪ Must be a member of a relevant professional body.
▪ Minimum of 6 years’ relevant work experience of which 3 should at senior level in a similar role
▪ Experience in a Pharmaceutical Supply Chain sector will be an added advantage
RE-ADVERTISED
3. MANAGER – RISK MANAGEMENT (01)
Main Job Purpose
To manage the risk management functions to enhance and protect ZAMMSA values by providing the Agency with risk-based, objective, and reasonable assurance on governance and risk management.
Main Responsibilities:
▪ Manages periodically, the development, implementation and review of policies, strategies and guidelines in order to ensure adherence to statutory provisions, standards and industry best practices.
▪ Manages effectively, the identification, assessment and profiling of potential risks and vulnerabilities within the operating environment in order to recommend the implementation of pre-emptive measures to minimize their impact, ensuring continuity and stability in operations
▪ Coordinates effectively, the development of tailored strategies, contingency plans and response protocols for various risk scenarios in order to mitigate the impact of risks, ensuring operational continuity, minimizing losses, and maintaining customer satisfaction
▪ Manages efficiently, the evaluation and monitoring of the performance and reliability of suppliers and vendors (i.e. financial stability, quality control measures, delivery timelines, and compliance with regulations) in order to advise risk owners on the risk of delays, quality issues, or disruptions in the supply chain, thus maintaining operational efficiency.
▪ Reviews periodically, the uptake of current industry regulations, compliance standards, and legal requirements related to supply chain operations in order to ensure adherence to statutory provisions and avert risks of penalties, fines, legal disputes, and reputational damage, fostering trust with stakeholders.
▪ Manages timely, monitoring of institutional risk indicators in order to produce reports and analyses to assess risk exposure, trends, and areas of improvement.
▪ Manages effectively, the development and implementation of crisis management plans in order to ensure business continuity.
▪ Manages regularly, the provision of training sessions and workshops to employees on
risk awareness, mitigation strategies, and best practices in order to foster a culture risk consciousness and accountability.
▪ Manages periodically, the conduct of in-depth analyses of emerging trends, market shifts,
and technological advancements in order to anticipate future risks, seize opportunities, and develop long-term risk management strategies.
▪ Manages effectively, the development of work plans and implementation of the
Performance Management System (PMS) in order to monitor and evaluate individual performance.
▪ Manages effectively, human and other material resources in order to facilitate achievement of departmental objectives.
1. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
2. Other Skills / Attributes required.
▪ Leadership and team building skills.
▪ Integrity
▪ Tact and Diplomacy
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
3. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating, delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and development programs.
4. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate
▪ Bachelor of Degree (Arts/Science), full CA/ACCA/CIMA or equivalent qualifications
▪ Certification in risk management is added advantage.
▪ Member of Institute of Risk Management Zambia/relevant risk professional body.
▪ Minimum of 6 years’ work experience in risk management of which 3 should at senior level in a similar role
4. SENIOR OFFICER – MONITORING AND EVALUATIONS (2)
Main Job Purpose
To ensure the efficient and effective monitoring, evaluation, and improvement of all aspects
related to the supply chain processes in order to maintain high standards of performance,
identify areas of improvement, and drive continuous enhancement in operations.
Main Responsibilities:
▪ Supervises and undertakes regularly, the development, review and implementation of policies and strategies in order to ensure adherence to statutory provisions, standards and industry-best practices.
▪ Supervises and undertakes effectively, the development and implementation of a comprehensive monitoring and evaluation frameworks in order to have clear systems for measuring key performance indicators (KPIs), tracking progress, and identifying areas for improvement.
▪ Supervises and undertakes efficiently, the collection and analysis of relevant data from various stages of the supply chain process in order to facilitate informed decision-making, derive actionable insights, identify bottlenecks, and recommend strategies for improvement.
▪ Supervises and undertakes regularly, the monitoring of the supply chain against set benchmarks and targets in order to avoid deviations from expected outcomes and intervene promptly where deviations occur.
▪ Supervises and undertakes regularly, evaluation of the end-to-end supply chain systems and processes (and support services) in order to assess their effectiveness and efficiency as well as facilitate informed decision-making.
▪ Supervises and undertakes effectively the monitoring and evaluation of quality assurance and standards in order to establish the extent of adherence to standards and regulatory requirement.
▪ Supervises and undertakes timely, the preparation of departmental, quarterly and annual reports in order to facilitate informed decision-making.
▪ Supervises and undertakes effectively, the provision of guidance, coaching, mentorship and training in order to foster a foster a culture of collaboration, accountability, productivity and continuous learning
▪ Supervises and undertakes effectively, the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate individual performance.
▪ Coordinates effectively, human and other material resources in order to facilitate achievement of departmental objectives.
1. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
2. Other Skills / Attributes required.
▪ Integrity
▪ Tact and Diplomacy
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
3. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating, delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and development programmes.
4. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate.
▪ Bachelor’s Degree in Monitoring & Evaluations, Statistics, Mathematics, Demography or Equivalent qualification.
▪ Experience in the Health Sector is an added advantage.
▪ Must be a member of a relevant professional body.
▪ Minimum of 4 years’ relevant work experience in a similar role.
5. SENIOR OFFICER – DISTRIBUTIONS (1)
Main Job Purpose
To supervise and undertake the forecasting and quantification for medicines and medical supplies to respond to national commodity needs and facilitate procurement planning.
Main Responsibilities:
▪ Supervises and undertakes periodically, the development, implementation and review of policies, strategies and guidelines in order to ensure adherence to statutory provisions, standards and industry best practices.
▪ Supervises and undertakes effectively, the development, review and implementation strategic plans for outbound logistics operations in order to optimize distribution strategies, minimizes lead times and meet client expectations.
▪ Supervises and undertakes regularly, the evaluation and optimization distribution routes and warehouse locations in order to streamline distribution processes reduce costs and increase the on-time delivery performance.
▪ Supervises and undertakes effectively, order fulfillment processes (including order picking, packing, and shipping) in order to ensure accuracy and timeliness of order processing to meet customer expectations.
▪ Supervises and undertakes efficiently, carrier selection, routing, and scheduling in order to reduce transit times, minimizes freight costs, and ensures on-time deliveries.
▪ Supervises and undertakes effectively, the implementation of quality control measures to ensure product integrity and compliance with industry standards and safeguard the Agency against legal liabilities, and reputational risks.
▪ Supervises and undertakes timely, the tracking and analyses of key performance indicators (KPIs) related to delivery times, fill rates, and order accuracy in order to facilitate data-driven decision-making, and support continuous improvement initiatives.
▪ Supervises and undertakes effectively, the provision of guidance, coaching, mentorship and training in order to foster a foster a culture of collaboration, accountability, productivity and continuous learning
▪ Supervises and undertakes effectively, the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate individual performance.
▪ Supervises and undertakes effectively, human and other material resources in order to facilitate achievement of departmental objectives.
5. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
6. Other Skills / Attributes required.
▪ Leadership and team building skills.
▪ Integrity
▪ Tact and Diplomacy
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
7. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating, delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and development programmes.
8. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate.
▪ Bachelors’ Degree in Logistics, Business Administration, Management,
Commerce or equivalent. Experience in Supply Chain systems is an added advantage.
▪ Must be a member of a relevant professional body.
▪ Minimum of 4 years’ relevant work experience in a similar role.
6. SENIOR RECORDS OFFICER – (1)
Main Job Purpose
To supervise the management and maintenance of the Agency’s records in order to ensure that records are organized, secure, and accessible as well as facilitating the archiving and disposal of records.
Main Responsibilities:
▪ Supervises and undertakes periodically, the development, implementation and review of policies in order to ensure adherence to statutory provisions, standards and industry best practices.
▪ Supervises and undertakes effectively, the maintenance of accurate, complete, and upto-date records in order to facilitate informed decision-making, audits, and compliance with legal and regulatory requirements.
▪ Supervises and undertakes effectively, the receipt, circulation, and dispatch of records in order to facilitate the acknowledgement, recording, auctioning and delivery of correspondence.
▪ Supervises and undertakes effectively, the safeguarding sensitive, confidential, secret and top-secret information from unauthorized access or disclosure in order to protect the Agency’s reputation and integrity.
▪ Supervises and undertakes efficiently, the implementation systems, processes and procedures for retrieving records in order to improve operational efficiency and reducing response time to inquiries or requests.
▪ Supervises and undertakes periodically, the provision of records for compliance checks, audits, and investigations in order to enhance transparency and accountability.
▪ Supervises and undertakes timely, the archiving process in order to preserve historical records and important documents for future reference or research purposes.
▪ Supervises and undertakes regularly, the conduct of training sessions for staff on proper record-keeping practices in order to promote a culture of information management and compliance
▪ Supervises and undertakes effectively, the implementation and management of Electronic Document Management Systems (EDMS) or other technologies in order to streamline record-keeping processes, improving efficiency and accessibility.
▪ Supervises and undertakes effectively, the development and implementation of strategies for the disposal and retention of records, ensuring compliance with retention schedules and minimizing risks associated with data breaches or misuse.
▪ Supervises and undertakes timely, the preparation of departmental, monthly, quarterly and annual reports in order to facilitate informed decision-making.
▪ Supervises and undertakes effectively, the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate performance.
9. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
10. Other Skills/Attributes required.
▪ Integrity
▪ Tact and Diplomacy
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
11. Management and Leadership
▪ Ability and proven planning, organizing, motivating, controlling, coordinating, delegating and budgeting skills.
▪ Able to empower subordinates through coaching, mentorship, training and development programmes.
12. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate.
▪ Bachelors’ Degree in Library and Information Studies or equivalent.
▪ Relevant experience in Records Management is an added advantage.
▪ Minimum of 4 years’ relevant work experience in a similar role.
▪ Must be a member of a relevant professional body.
7. RECORDS OFFICER – (1)
Main Job Purpose
To undertake the management and maintenance of the Agency’s records in order to ensure that records are organized, secure, and accessible as well as facilitating the archiving and disposal of records.
Main Responsibilities:
▪ Undertakes periodically, the development, implementation and review of policies in order to ensure adherence to statutory provisions, standards and industry best practices.
▪ Undertakes effectively, the maintenance of accurate, complete, and up-to-date records in order to facilitate informed decision-making, audits, and compliance with legal and regulatory requirements.
▪ Undertakes effectively, the receipt, circulation, and dispatch of records in order to facilitate the acknowledgement, recording, auctioning and delivery of correspondence.
▪ Undertakes effectively, the safeguarding sensitive, confidential, secret and top-secret information from unauthorized access or disclosure in order to protect the Agency’s reputation and integrity.
▪ Undertakes efficiently, the implementation systems, processes and procedures for retrieving records in order to improve operational efficiency and reducing response time to inquiries or requests.
▪ Undertakes periodically, the provision of records for compliance checks, audits, and investigations in order to enhance transparency and accountability.
▪ Undertakes timely, the archiving process in order to preserve historical records and important documents for future reference or research purposes.
▪ Undertakes regularly, the conduct of training sessions for staff on proper recordkeeping practices in order to promote a culture of information management and compliance
▪ Undertakes effectively, the implementation and management of Electronic Document Management Systems (EDMS) or other technologies in order to streamline recordkeeping processes, improving efficiency and accessibility.
▪ Undertakes effectively, the development and implementation of strategies for the disposal and retention of records, ensuring compliance with retention schedules and minimizing risks associated with data breaches or misuse.
▪ Undertakes timely, the preparation of departmental, monthly, quarterly and annual reports in order to facilitate informed decision-making.
▪ Undertakes effectively, the development of work plans and implementation of the Performance Management System (PMS) in order to monitor and evaluate performance.
13. Communications skills.
i. Written Skills
▪ Able to write strategic, operational, and analytical papers.
ii. Oral Skills
▪ Able to communicate fluently in English.
14. Other Skills/Attributes required.
▪ Integrity
▪ Tact and Diplomacy
▪ Results-oriented
▪ Metrics-driven leader Computer skills
▪ Analytical skills
▪ Interpersonal skills
15. Academic qualification and work experience required.
▪ Full Grade 12 School Certificate.
▪ Bachelors’ Degree in Library and Information Studies or equivalent.
▪ Relevant experience in Records Management is an added advantage.
▪ Minimum of 2 years’ relevant work experience in a similar role.
▪ Must be a member of a relevant professional body.
If you fit the above profile, please complete the application process by clicking on the link below not later than Friday, 22nd March 2024.
To apply for this job please visit drive.google.com.