Summary
Date Posted: Monday, December 09 2024, Base Salary: Not Disclosed

JOB DETAILS:
We are recruiting!
Our client in Lusaka, is looking for a Support Assistant to join their team for a job vacancy within the NGO sector.
To apply, or for more information, follow the link below.

Designation
The position is for a Support Assistant to provide administrative assistance to the Nursing Programme. The Support officer will be responsible for supporting the Scaling up Decentralisation Education in Nursing (SUDEN) team’s project work.

Reporting
The post-holder will report to the Systems Strengthening Manager and indirectly, the post-holder will be relating to and working with the SUDEN team members in support of their work with partners.

Key Responsibilities:
Finance Management Support:
• Budget: Assist in creating and maintaining project expenditure records, providing feedback on financial tracking to support accuracy and expenses are within budget limits.
• Expense Tracking and Reporting: Support the monitoring of project expenditure, track receipts, and ensure proper documentation for all financial transactions. Drafting financial reports for the Systems Strengthening Manager and other stakeholders as needed.
• Invoicing and Payments: Coordinate with stakeholders to ensure timely processing of invoices and payments. Ensure financial transactions are recorded correctly in the system.
• Petty Cash Management: Monitor and support the management of petty cash funds, ensuring that records are up-to-date, and receipts are properly documented.
• Administrative Support:
• Documentation and Record Keeping: Organize and maintain accurate project files and documents (physical and electronic), ensuring they are accessible and up to date.
• Communication: Serve as the point of contact for project-related inquiries, including correspondence with internal teams, external partners, stakeholders, and service providers.
• Scheduling and Coordination: Manage calendars and scheduling for project team meetings, workshops, and events. Coordinate meeting logistics, including venue booking, preparation of materials, and distribution of agendas.
• Procurement Support: Assist with the procurement of goods and services for the project, ensuring that all purchases are within the approved budget and comply with organizational policies.
• Reporting: Assist in preparing and compiling reports, ensuring that documentation related to project progress, financial status, and administrative activities is submitted on time.

Event Planning:
• Event Logistics: Organize logistics for project events, workshops, and conferences, including venue booking, catering, transportation, and accommodation (if required).
• Event Coordination: Coordinate the day-of event activities, ensuring that everything runs smoothly, including managing registrations, handling participant queries, and providing on-site support.
• Supplier and Vendor Engagement: Liaise with vendors and suppliers for event materials, services, and equipment. Negotiate contracts and manage relationships to ensure quality service and cost-efficiency.
• Guest and Participant Coordination: Plan guest lists, invitations, and registrations for project-related events. Ensure all participants have necessary information and support for attending the event.

General Project Support:
• Team Support: Provide general administrative support to the project team, ensuring smooth daily operations and contributing to the overall success of the project.
• Reporting and Documentation: Ensure that all project documentation, including report drafts, presentations, and other deliverables, are prepared on time and in accordance with project timelines.
• Travel Coordination: Assist with travel arrangements for project team members and stakeholders, including booking flights, accommodations, and transportation.
• Stakeholder Communication: Assist in maintaining regular communication with project stakeholders, ensuring that project updates, reports, and other relevant information are shared in a timely manner.

Qualifications, Skills, and Experience
Education:
• A bachelor’s degree in business administration, finance, project management, or a related field.

Experience:
• At least 5 years of experience in project support, administration, or a similar role, with a focus on finance and event planning.
• Experience with budgeting, financial tracking, and procurement is preferred.
• Proven experience in organizing events, conferences, or workshops is a plus.

Skills:
• Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), with advanced Excel skills being a plus.
• Familiarity with financial management software or project management tools.
• Excellent communication skills, both written and verbal.
• Attention to detail and accuracy, particularly in financial management and event planning.
• Problem-solving skills and the ability to adapt to changing project needs.
• Ability to work well independently and as part of a team.

Working Conditions:
• The role may require occasional travel to project sites or events.
Attributes and Motivations
• Proactive and able to take initiative in solving problems.
• Flexible and adaptable in a fast-paced environment.
• Strong interpersonal skills, with the ability to work effectively with a variety of stakeholders.
• Professional demeanour with a strong commitment to project success.
• Highly motivated/ Task-oriented
• Reliable and able to work independently with supervision.
• Commitment to social change and the organisation’s values and principles.
• Enthusiastic, positive, determined, and flexible team player.
• Highly developed communication skills with demonstrated cultural sensitivity.
• Able and willing to travel within the country.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

Interested candidates, Please click here to Apply

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