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:
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 up-to-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.
If you fit the above profile, please complete the application process by clicking on the link
below not later than Friday, 22nd March 2024.