Summary
Date Posted: Tuesday, October 11, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Full Time
• Lusaka, Zambia
• Posted 4 hours ago
• Closes: October 17, 2022
John Snow Health Zambia, Limited
Position Description:
The Administrative Assistant will provide support to the Operations Manager in the general operations activities of the office. S/he will report to the Operations Manager and help in achieving the project’s goals and objectives.

Main Responsibilities
• To maintain all general project documentation, including E-filing.
• Coordinate activities, correspondence and communication for the Chief of Party’s office
• Providing Logistics/Administrative support for USAID CHEKUP II offices, booking of hotel venues, accommodation for meetings and workshops and preparing/organizing meeting and workshop materials.
• Maintaining accurate up-to-date stock records and implementing a strict stock control system for all USAID CHEKUP II inventory including office supplies, stationery & consumables and ensuring that procurement requests for replenishments are made in a timely manner.
• Assist in obtaining quotations, compiling and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationary, supplies, outside services, and update information periodically.
• Maintain a database of preferred hotels, lodges and venues obtaining feedback from project staff to keep information current and updated.
• Manage the Accommodation and Invoice tracker
• Arrange and prepare documents and supervise the photocopying and printing of materials for the project as required
• Facilitate both local & international travel arrangements for USAID CHEKUP II staff as required
• Maintain and distribute an up-to-date directory of USAID CHEKUP II staff and stakeholder contact information.
• Provide assistance with collection of invoices for onward processing of payments in line with the Budget
• Supervise the management of the front desk and welcome all visitors to USAID CHEKUP II office;
• Assist the Communication and Knowledge Management Director as requested by the COP office
• Support visitors to the project with office support facilities;
• Supervise Administrative interns/Office Assistant
• Maintain and coordinate meetings and staff minutes
• Maintain a schedule of mail and documents and visitor records
• Carry out any other administrative work assigned by the supervisor

Qualifications:
• Minimum qualification required is a diploma in Business Administration or office management.
• Minimum 3 years experience in a similar office administrative position.
• Demonstrated ability to manage time and perform to strict deadlines.
• Excellent computer skills required: including excellent word processing skills and experience with MS Word. Experience with Excel spreadsheets also preferred.
• Good interpersonal, teamwork, and supervisory skills
• Good writing and organizational skills.
• Exhibit a friendly and helpful demeanor at all times given the high level of interaction with partners and clients.
• Ability to multi-task
• Perform any other duties as assigned by the supervisor


Work Hours: 8

Experience in Months: 36

Level of Education: Associate Degree

Job application procedure
To apply please complete the application form available HERE. Applicants are required to submit a cover letter and CV with three references and full addresses and contact information via the application form
Closing Date: 17th October 2022
Please note that you do not need to apply if you do not meet the minimum requirements. Only candidates meeting the minimum requirements will be contacted.
John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.
To apply for this job please visit johnsnowhealth.com.

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