Summary
Date Posted: Friday, August 30 2024, Base Salary: Not Disclosed

JOB DETAILS:
The Tobacco Board of Zambia (TBZ) was established in 1968 by an Act of Parliament, with the primary mandate being to regulate, promote, protect and facilitate tobacco production and marketing; and to provide guidance to all tobacco stakeholders in the industry through enforcement of the Tobacco Act Number 10 of 2022.
In order to achieve its mandate, TBZ seeks the services of committed, vibrant, innovative, and strategically focused and business oriented Zambian nationals to fill the following vacant positions.
1.0 CHIEF FINANCE OFFICER TBZ 2-1 POSITION

PURPOSE OF THE JOB
Specific Duties and Responsibilities
Reporting to the Executive Director, the job holder shall manage the finance affairs of the Board ensuring that financial planning and reporting are executed to preserve the Board’s assets and report accurate financial results to ensure achievement of financial strategy according to financial regulatory requirements. Specifically, in relation finance broadly defined but also covering governance issues.
Objectives according to financial regulatory requirements.
Output 1: Strategic Plan Input
Definition: Financial data for formulating the Board’s future strategic direction compiled, delivered and incorporated in the Strategic Plan.
Output 2: Managed Budgeting Process
Definition: Resources required for implementing agreed work plans projected through coordinated annual budgeting processes of capital requirements.
Output 3: Monitored Execution of Strategic Plan
Definition: Implementation of the Board Strategic Plan (BSP) monitored through directing the execution of the agreed action plans.
Output 4: Internal Financial Controls
Definition: Board assets are safeguarded through prudent monitoring of financial operations of the Board and ensure that employees comply with established internal financial guidelines.
Output 5: Financial Statements
Definition: Information on the Board’s financial performance results compiled and submitted to the Board of Directors
Output 6: Statutory Payments
Definition: Monthly and annual statutory payments such as PAYE, NAPSA, VAT prepared and paid to relevant authorities in compliance to regulatory requirements of the laws of the Zambia
Output 7: Financial Statement
Definition:
Annual financial statements prepared, audited and submitted to Board of Directors according to statutory requirements.
Output 8: Controlled Expenditure
Definition: Financial performance against the budget controlled and management accounts prepared and submitted to assist management decision process
Output 9: Cash flow projections
Definition: Actual cash flow against projected cash flow for the period and decisions are made to address shortfall.
Output 10: Technical Advice
Definition: Advisory support on financial issues relating to operations, human resources and preparation of Board reports availed.

2.0 Job Specifications
Education
• Full Grade Twelve (12) Certificate (5 ‘O’ levels with Credits or better including English).
• Bachelor of Accountancy Degree
• Professional Qualification in accounting such as ACCA, CIMA, ZICA/CA Zambia
• Masters Degree in Accounting, Finance or equivalent
• Computer literate and proficiency in Accounting software and payroll
• A truck record in managing developing financial systems, controls and Budget process, preparing statutory accounts and supporting Budget holders
• Female candidates are encouraged to apply
• Member of Zambia Institute of Chartered Accountants (ZICA)

Competence required
I. Exceptionally skilled in management of the Finance Function.
II. Demonstrate ability to build cohesive teams and achieve results/goals through teamwork.
IV. Attention to detail and very focused with a sober mind.
III. Assertive, result oriented and able to work under pressure.
V. Ability to safeguard the Board’s resources and be used effectively and efficiently.
VI. Financial controls are in place which ensure that property is properly maintained and all transactions are properly controlled.
VII. Confidentiality.
VIII. Able to work in collaboration with people at all levels and from different back grounds.

Experience
At least ten (10) years of financial management experience at management senior level with hands on practical working knowledge of Treasury Management, Financial Reporting, Risk Management and Strategic Planning and understanding of statutory financial requirements.

2.0 INFORMATION COMMUNICATION & TECHNOLOGY MANAGER TBZ 3-1 POSITION
Purpose Of The Job
To coordinate ICT activities and ensure end-user hardware and software system problems are resolved to ensure the availability of appropriate ITC infra-structure systems that supports the smooth running of TBZ operations.
Principal Job Accountabilities (Key Outputs)
Output 1: ICT Action Plan
Definition: Plans of ICT activities and resources required to execute the organization strategy are prepared and budgeted for and submitted within the required deadline
Output 2: Disaster Recovery Plan
Definition: Disaster Recovery Plan for business-critical services developed and implemented and recovery of critical business services and data and services is assured.
Output 3: Secured Information Systems
Definition: Standard and licensed firewall/antivirus software from authenticated sources installed and sensitive information and equipment are protected and access is restricted to authorized personnel.
Output 4: Security Updates
Definition: Action plan for installing necessary system security updates developed and available for implementation.
Output 5: Managed Database
Definition: Data requirements of user departments maintained and provided according to current and future information needs of users
Output 6: Functioning Systems
Definition: Systems files and data are backed up regularly and availability of systems are preserved.
Output 7: Hardware Upgrades
Definition: New hardware systems, peripherals are installed or existing ones rebuilt in accordance with standards and project requirements.
Output 8: Resolved ICT Problems
Definition: System hardware and software failure problems experienced by users are investigated and resolved or repaired
Output 9: Maintained Systems
Definition: Software and hardware system are upgraded and configured as and whenever new versions are released. Able to programme in JAVA, PHP and PYTHON languages
Output 10: Specialist IT Advice
Definition: Specialist advice to management provided on ICT practices, trends in ICT technology used by the company is in line with current developments.

Qualifications, Experience and Personal Attributes
• Full Grade Twelve (12) Certificate (5’O’ levels with Credits or better including English).
• Bachelor of Science in Computer Science, Information Technology or related field.
• Master of Science in related field as an added advantage
• Ability to lead and motivate a team
• Capacity to align ICT initiatives with organization’s strategic goals
• Experience in managing budgets
• Excellent verbal and written communication skills
• Member of the Zambia Institute of Information Communication Technology or Engineering Institute of Zambia

3.0 ADMINISTRATIVE ASSISTANT TBZ 5-1 POSITION
Purpose Of The Job
Reporting to the Executive Director, the Administrative Assistant is responsible for the administrative and secretarial services in order to facilitate smooth operations for the office of the Executive Director.
Output 1: Administrative Support
Definition: Ensure timely availability of secretarial services in order to enhance operations of the Office of the Executive Director. Typing from shorthand notes or manuscript, letter, memoranda, tables, reports and other documents of a routing and confidential nature;
Output 2: Document Management
Definition: Maintain and organise files, records, and documents, ensuring they are easily accessible. Keeping a record of incoming and outgoing files by recording them in the file movement register. Handle confidential information with discretion and professionalism.
Output 3: Communication
Definition: Act as a liaison between Executive Director and internal/external stakeholders, conveying messages and coordinating responses.
Output 4: Travel Arrangements
Definition: Arrange travel itineraries, accommodation, and related logistics for the Executive Director as required.
Output 5: Meeting Coordination
Definition: Manage the Executive Director’s calendar, scheduling meetings and appointments. Prepare materials for meetings, take minutes and follow-up on action items.
Output 6: Coordinated Board Meetings
Definition: Confirmed Board meetings held according to scheduled dates and necessary administrative logistical support provided and other duties as assigned by the supervisor.

Qualifications, Experience and Personal Attributes
• Full Grade Twelve (12) Certificate (5’O’ levels with Credits or better including English).
• Bachelor’s Degree in Secretarial or any Social Science
• Minimum Shorthand Typewriting (100 and 55 WPM)
• Proven experience as an Executive Assistant or similar role supporting senior executives
• Exceptional organizational and time management skills. Strong communication and interpersonal abilities
• Proficiency in Microsoft Office suite and other office software Ability to multitask and prioritize tasks effectively
• Member of the Zambia Institute of Secretaries (ZIS)

4.0 RECEPTIONIST TBZ 6-1 POSITION
Purpose Of The Job
To act as first point of contact for callers and visitors and ensure that callers and visitors are helped and provided with appropriate information requested or directed to appropriate offices and offering secretarial support to Management.
Principal Job Accountabilities (Key Outputs)
Output 1: Screened Visitors
Definition: Walking in visitors screened and assisted with the necessary information as required
Output 2: Screened Callers
Definition: Telephone calls screened and callers are helped with the necessary information as required or routed to appropriate offices.
Output 3: Dispatched Mails
Definition: Incoming correspondences are dispatched to appropriated office within acceptable timeframe.
Output 4: Delivered Messages
Definition: Messages for staff received from callers and visitors are recorded and delivered to intended recipients.
Output 5: Maintained Mail Records
Definition: Incoming and outgoing mail recorded and details are traced when need arise.
Output 6: Maintained Directory
Definition: Internal company directory is up-to-date, maintained and callers are directed to appropriate office.
Output 7: Appealing Reception Area
Definition: Reception area maintained according to safety and heathy procedures, rules, and regulations and is appealing to the public.
Output 8: Administrative Support
Definition: To effectively and efficiently provide secretarial services to all Management team.

Qualifications, Experience and Personal Attributes
• Full Grade Twelve (12) Certificate (5 ‘O’ levels with Credits or better including English).
Diploma in Secretarial /Office Management and additional Diploma in Social Sciences as an added advantage
• Training in MS Office packages.
• Minimum Shorthand 90/45 WPM.
• Strong communication and interpersonal abilities
• Ability to multitask and prioritize tasks effectively Member of Zambia Institute of Secretaries.

Experience
At least three (3) years experience of office operations experience, and interacting with all sorts of people). Ability to manage visitors’ requests and refer visitors/callers appropriately. Ability to demonstrate sufficient initiative to deal with a wide range of enquiries.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education:

Job application procedure
• To apply, individuals who are suitably qualified and interested should submit their application letters along with detailed CVs, three (3) traceable referees, and certified copies of academic and professional qualifications in a sealed envelope. Please clearly mark the envelope with the position you are applying for and send it to the address provided below:
• The Human Resource and Administration Manager
Tobacco Board of Zambia
Plot No. 19288, Mungwi Road,
Heavy Industrial Area
PO Box 31963
LUSAKA
• Closing date for receipt of applications is 13th September 2024.
• PLEASE NOTE THAT ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED

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