Multiple Positions – Securities and Exchange Commission

SECURITIES AND EXCHANGE COMMISSION

VACANCY ANNOUNCEMENT – (3 POSITIONS)

The Securities and Exchange Commission (SEC) is a body corporate whose existence is continued under the new Securities Act, No. 41 of 2016. SEC has the objective of inter alia regulating and developing the Zambian Capital Markets and is responsible for the supervision and development of the Capital Markets in Zambia as well as the licensing of financial intermediaries, collective investment schemes and securities exchanges, the registration of securities to be issued such as debt and equity instruments, and the authorization of transactions in entities registered with SEC.

SEC, an equal opportunity employer, invites applications from suitably qualified Zambians to apply for the following positions:

Job Title: ADMINISTRATION AND PROCUREMENT ASSISTANT (THREE YEARS FIXED TERM CONTRACT)

AVAILABILITY-IMMEDIATE

1.1 JOB PURPOSE: To provide support to the Directorate of Finance and Administration in general and Manager – Administration and Procurement in particular, in matters relating to the development and implementation of effective, administrative policies, procurement policies and asset management procedures which effectively support the achievement of the Commission’s goals and objectives.

1.2  Key Result Areas and Accountabilities

Key Result Area	Principal Accountabilities (Main Duties)
Administration	Arranging for workshops, seminars, meetings as a team member. Manage local and international travel and transport arrangement Maintain Inventory and records for vehicles, non-expandable assets, office supplies, etc; Assist to ensure security management of the office;
Procurement	Assess procurement requirements, prepare procurement plans, draft specifications and initiate procurement process; Assist to prepare procurement / Tender Documents for RFQs, RFPs, and processes. Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors. Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress and follow up with vendors. Arrange for Procurement Committee Meetings and prepare reports.
Confidentiality	Maintains strict confidentiality of and does not disclose pertinent information
Reports	Prepares monthly, quarterly, and departmental reports and submits them to the supervisor as scheduled.
Other duties	Perform any other duties and responsibilities assigned by his/her superior.

 

Required competencies/Personal qualities:

1. Demonstrate integrity by modelling the Commission’s values and ethical standards, integrity, respect, results oriented, and
2. Promotes the vision, mission, and strategic goals of the Commission
3. Maintain relationships with primary and secondary stakeholders, focus on impact, response positively and give feedback timely and timely response to queries
4. Demonstrate openness to change and ability to manage complexities
5. Demonstrate administrative skills and demonstrated results-oriented approach to work.
6. Good organizational skills
7. Good soliciting experience
8. Good analytical skills
9. Good Communication skills- both written and oral
10. Basic computer skills (Word processing, spreadsheets, and internet)
11. High level of integrity and confidentiality

1.4 Qualifications

• Grade 12 School Certificate
• Bachelor’s degree major in Management or Business Administration or any social science related subject.
• Bachelor’s Degree in Purchasing and Supply from a reputable institution or MCIPS

• Must be a paid member of the Zambia Institute of Purchasing and Supply (ZIPS)

1.5 Minimum relevant work experience. 

A minimum of 2 years’ relevant experience in administration and procurement.

2.0 Job Title:  TEMPRORAL ACCOUNTS OFFICER (SIX MONTHS SHORT TERM CONTRACT)

AVAILABILITY: IMMEDIATE

2.1 Job Purpose: To provide support to Manager-Finance in matters relating to the provision of efficient and effective financial services to SEC by maintaining accurate and up to date accounting records, consolidating the SEC budget, preparing management reports, aimed at providing timely management information, and maintaining a fixed asset register.

2.2 Key Result Areas and Accountabilities

Key Result Area	Principal Accountabilities (Main Duties)
Planning and Budgeting	Assists the Manager-Finance to prepare the Commission’s budget after receiving budget inputs from all the departments, and undertakes variance analyses and prepares variance reports
Payments and Receipts	Initially Checks and verifies all payments to ensure that they have required accompanying documents and for correctness and approvals before processing payment Raises payment vouchers, writes cheques, prepares online payments, and passes them to the Manager-Finance for approval Raises receipts when Cash, direct payments or cheques are received and passes them to the Manager-Finance for approval Properly files payment vouchers, invoices, bank statements, and any other accounting documents for easy retrieval
Payroll	Assisting the Manager – Finance in Preparing the Commission’s monthly payroll inputs and ensures that payroll payment schedules are produced on time, salaries are paid on time, statutory (PAYE, NAPSA)
Bank Reconciliations	Preparing monthly bank reconciliations:  the cash book to the bank balances and maintains reconciliation files for the general ledger and passes them to the Manager-Finance for approval
Cash Flow Statements	Assisting the Manager-Finance in Preparing weekly and monthly cash flow statements for management information.
Fixed Asset Register	Updating acquired Assets to a fixed asset register and reconciles asset accounts.
Internal and External Audits	Assist the Manager-Finance in Providing all the required information during internal/external audit assignments (schedules, reconciliations, vouchers and receipts).
Procurement of Goods and Services	Checking arithmetical correctness and scrutinizes purchase requisitions to ensure correctness of specifications and approval by authorized signatories; and ensures that local purchase orders are prepared and authorized as well as delivered to selected suppliers and makes follow ups with suppliers to collect goods and/or ensure compliance to specifications and delivery deadlines Liaises with user departments in verifying specifications and sources of supply to ensure timely and compliant procurements
Reporting	Assisting the Finance-Manager in Preparing financial statements and management reports timely, in order to provide management information and aid decision making
Others	Any other job that may be assigned to you by the Manger-Finance.

Required competencies/Personal qualities:

• Personal organization
• Telephone etiquette
• Should be willing to take additional responsibilities
• Initiative and ability to work under pressure
• Confidentiality

Qualifications

• Grade 12 School Certificate
• Full CIMA, Full ACCA, ZICA, Bachelor of Accountancy or equivalent

Minimum relevant work experience

• 2 years’ experience in a similar role

3.0  Job Title: TEMPORAL POOL SECRETARY (FIVE MONTHS SHORT TERM CONTRACT)

AVAILABILTY: IMMEDIATE

3.1 Job Purpose: To provide secretarial and administrative support to the Directorates of Market Supervision & Development, Enforcement & Legal Services and Finance & Administration in order to ensure efficient and effective operation of the Directorates.

3.2 Key Result Areas and Accountabilities

Key Result Area	Principal Accountabilities (Main Duties)
Document Production	Types and proof reads for correctness, a variety of correspondence, reports, memoranda, manuscripts and notes of routine and confidential nature as assigned. Takes dictation using shorthand and transcribes, ensuring that spelling, punctuation and format are correct; prepares letters, memos for signatures, checking enclosures and addresses Receives and screens incoming letters, memos, faxes and e-mails and ensures that relevant background information is attached. Drafts standard letters, acknowledgements in reply to correspondence, invitations and queries and sends e-mails on routine matters
Electronic Diary Management	Makes and confirms appointments for meetings and people wishing to see the Directors/Managers, ensuring that appointment dates and times are suitable
Handling of Telephone Calls/Receive Messages	Receives and makes telephone calls for and on behalf of the Directorates in order to facilitate effective communication
Arrangement of departmental /Committee Meetings/Workshops	Makes arrangements for departmental meetings, takes notes at these meetings and prepares minutes as and when required
Make Travel Arrangements	Makes travel and accommodation arrangements, making bookings and obtaining/confirming tickets and drawing the necessary subsistence and travel allowances as may be required for Directors/Managers
Mail Delivery and Distribution	Ensures speedy delivery/distribution and tracking of mail using an Activity Log
Filing	Maintains an up-to-date filing system for office files on various subjects and other documents for the Directors/Managers.
Receive Clients	Receives and screens clients to Directors/Managers and refers those that can be attended to by other relevant officers
Receive duties from all Directorates	Day to day assignment and duties as they arise.
Assist with other duties as may be assigned by Management	Management may assign any other lawful duties within confines of working environment.

3.3 Required competencies and personal attributes:

• Good knowledge of modern office procedures
• Personal organization
• Telephone etiquette
• Should be willing to take additional responsibilities
• Initiative and ability to work under pressure
• Confidentiality

3.4 Qualifications

• Grade 12 School Certificate
• Secretarial Diploma, 120/60 wpm shorthand and typing.
• Diploma in Business Administration/Business management

Minimum relevant work experience.

• 5 years’

All interested persons meeting the above criteria should send their written applications with copies of academic and professional qualifications, recent curriculum vitae and referees (two of whom should be professionally acquainted with the candidate) including their contact numbers and email address to: The Chief Executive Officer, Securities and Exchange Commission, Plot No. 3827, Parliament Road, Olympia, P.O. Box 35165, Lusaka.

CLOSING DATE FOR THE RECIEPT OF APPLICATIONS IS Friday, 6^th January 2023