TOBACCO BOARD OF ZAMBIA

EMPLOYMENT OPPORTUNITY

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.

TBZ is seeking a highly experienced Executive Assistant to support the Executive Director’s Office.

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 position.

POSITION DETAILS

• Job Title: Executive Assistant

• Reporting To: Executive Director

• Section: Executive

• Department: Administration

• Location: Head Office

• Grade: TBZ4

JOB MAIN PURPOSE

To provide professional administrative support to the Executive Director’s office to allow the Director maximum focus on the governance operations and strategic workload of the Board.

JOB CONTRIBUTION TO THE CORE MANDATE

The job contributes to TBZ’s core regulatory mandate by maintaining the efficiency of the highest office, through direct support towards management of information flow, optimize the Director’s time usage, and ensure seamless coordination of executive functions.

MAIN JOB ACCOUNTABILITIES

JOB ANALYSIS

1. Education

Minimum requirement: Bachelor’s degree in Business Administration, Public Administration, Public Relations or a related field. Diploma in Secretarial Studies is an added advantage.

2. Experience

A minimum of 3 years of experience providing administrative support at a senior executive or board level.

3. Interpersonal Skills

Requires exceptional interpersonal skills to liaise with high-level internal and external stakeholders (Board Members, Government Officials, CEO-level clients). Must maintain professionalism and gravitas in all interactions.

4. Problem Solving

Requires independent problem-solving to manage conflicting priorities, last-minute schedule changes, complex travel disruptions and sensitive information flow with minimal supervision.

5. Decision Making

Makes decisions regarding schedule management, delegation of inquiries, prioritization of documents for the Director’s review and handling confidential information protocols.

6. Responsibility for Results

Directly responsible for the operational efficiency and professional image of the Executive Director’s office. Poor performance directly impacts the Director’s effectiveness and the Board’s governance capacity.

7. Responsibility for Finances

Tracks daily office expenses for the Director’s office. Processes standard expense reports and assists with travel booking as directed. This requires careful attention to detail and adherence to TBZ’s financial procedures.

8. Responsibility for Work of Others

Generally, an individual contributor role, but may indirectly coordinate the work of the Office Assistant or Driver to ensure seamless executive support.

9. Working Environment

Primarily a professional, high-pressure, indoor office environment. The role demands availability outside standard hours, exposure to highly confidential and sensitive information, and requires constant mental alertness and adaptability to rapidly changing priorities and urgent demands.