Summary
Date Posted: Thursday, March 03, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Administrative/Executive Assistant
Overview
Tandem circular consulting is made up of a dynamic team of professionals who are passionate about circularity. With diverse backgrounds we bring a wide range of expertise covering Technical, Engineering, Finance, Supply Chain, Project Management and Process Optimization.
Our mission is to drive a lasting positive impact on society and the environment by combining profitability and sustainability.
Position: Administrative/ Executive Assistant
Employment Status: Full-Time (With Flexible Hours)
Location: Lusaka
Purpose of Position: To perform highly skilled administrative duties in support of a cabinet level administrator or manager and to ensure efficient operation of the office.
Employment Status: Full-Time (With Flexible Hours)

Summary of Duties and Responsibilities
General Office Administration
• Provide general administrative support to the Manager, Lead consultants, Senior consultants, Consultant and the entire Tandem Team and contributing to team effort by accomplishing related results as needed
• Provide polite and professional communication and coordination with other internal and external units, including but not limited to suppliers and service providers to ensure best practices in service provided to clients;
• Assisting in Implementing clerical duties and administrative tasks (such as but not limited to):
• Filing, typing, copying, binding, scanning documents, drafting and distributing correspondence, letters, forms etc.
• Organizing and scheduling appointments and meetings, Maintaining contact lists, Maintaining and managing quality and record management systems (keeping it up to date and orderly).
• Taking dictation during meetings and adding tasks and action items to project management platform when required.
• Organizing travel arrangements for staff members when required
• Asset Management.
• Ensure operation of equipment/assets by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Participate in staff development activities and maintaining professional and technical knowledge by:
• Attending educational workshops;
• Reviewing professional publications;
• Establishing personal networks;
• Participating in professional trainings
• Handle sensitive information in a confidential manner
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems and coordinate office procedures
• Oversee and supervise the work of support staff
• Maintaining up-to-date employee leave records
Finance & Compliance Administration
• Petty cash management i.e. petty cash budgeting and disbursements
• Assisting company accountants with the preparation of financial statements and reports and collaborating with them to reconcile any accounting discrepancies.
• Processing requisition and other business forms, checking account balances, and loading purchases onto payment platforms.
• Assisting the Managing Director to manage project finance and tracking records, issue and monitor invoices, and handle payments.
• Updating financial spreadsheets (Petty Cash, Asset Register, Directors Loan) and reports with the latest available data.
• Providing assistance with payroll preparation and administration.
• Keeping records and documenting financial processes as well as reviewing and improving existing financial policies and procedures.
• Analyzing financial data and assisting with audits, reviews, and tax preparations and working with the tax consultant to ensure regulatory compliance.
• Advising other team members on best practices related to the company’s financial procedures.
Project Administration
• Providing consultants with administrative support on running projects as required and providing back‐up support and appropriate office coverage in their absence.
• Accommodation and logistics support – assisting consultants in arranging for travel, workshops and conferences.
• Tracking expenditures and assisting with management of the project budgets.
Creating requisitions for supplies, materials, and equipment for project expenses
• Maintaining project records, files and other project-related databases.
• Client management tasks including handling calls from new and existing clients (e.g. Tenants and Vehicle renters) and follow-up on client contact.
• Perform any related duties as assigned.
• Working collaboratively and cooperatively with others.

Essential Qualifications and Skills:
• Must be able to work flexible hours including evenings and weekends to assist with meeting project timelines. Possibility of working from home upon approval from manager and is required to maintain the required job skills and core professional competencies.
Education and relevant experience
• College Graduate in a business related programme, (bachelor’s degree in business related program preferred) :
• Two (2) years working experience in administration related field (e.g. administrative assistant, executive assistant, and finance assistant, 
preferably in a consulting practice.
Competences and skills
• Highly motivated and demonstrated ability to work independently as well as part of a team and looks for ways to enhance and bring new ideas to the position.
• Computer literate and proficient knowledge of Google Workspace, MS Office and Internet.
• Demonstrated ability to build relationships and work effectively with people of diverse social, faith, economic and racial/ethnic backgrounds.
• Excellent communication (written and oral communications), analytical and organizational skills.
• Ability to exercise discretion, judgment and confidentiality when working with client and company information.
• Excellent demonstration of customer service skills and ability to balance the needs of staff, suppliers, and members of the public.
• Time management – ability to manage time effectively to accomplish several tasks concurrently.
• Ability to prioritize, organize, monitor and work efficiently on documents and tasks while maintaining quality of work, and deliver outputs within established company standards.
• Attentiveness to details.
Tandem Circular Consulting Limited is an equal opportunity employer and does not discriminate on the basis of race, colour, religion, sex, national origin, ancestry, age and marital status.

To Apply: Fill out the application form here. Please note that no phone calls or emailed applications will be accepted.
Applications will close on the 11th of March 2022. Only shortlisted applicants will be contacted. If an applicant does not receive a response within a 30-day period, they should consider their application unsuccessful.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
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