Summary
Date Posted: Monday, October 14, 2019 , Base Salary: Not Disclosed

JOB DETAILS:

  The Administrative Assistant supports the Program Manager with the program’s administrative activities and coordinates various administrative processes and projects. The Administrative Assistant is the primary administrative support position for all program staff. The Administrative Assistant provides the full range of administrative support activities for the organization and generally has responsibility for several established and ongoing complex processes. The Administrative Assistant may assign and/or monitor the work of other administrative support persons such as student workers, or Interns. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like Microsoft Word/Excel. Ultimately, the successful Administrative Assistant will ensure the efficient and smooth day-to-day operation of our program.
Opportunity: We are looking for a young professional to support the implementation of an innovative program that empowers adolescent girls and young women (AGYW) through health promotion and skills training. Candidates should have a passion for youth, be tenacious, industrious and detail oriented. Candidates should possess a broad base of skill sets including basic accounting, record keeping, organizational and planning skills, word processing and database management. Candidates should also possess a demonstrated commitment to health promotion.
Hours: Full-time with flexible schedule, including some weekend hours. Some travel required.
For Immediate Hire. All applications must be received by 18 October 2019 with expected hire date 16 November 2019.

  Job Responsibilities:
• Support Program Manager and program staff with program implementation and general operational tasks
• Perform general accounting and bookkeeping duties
• Maintain and submit expense reports to the Finance Manager and Principal
• Investigators; support the Finance Manager with necessary communications with local financial institutions as needed
• Liaise with Principal Investigators as needed
• Maintain positive and professional staff and client relationships; welcome, greet and provide general support to clients and visitors
• Plan and schedule meetings, presentations, and other program-related events; send reminders regarding upcoming appointments
• Communication: Serve as the communication hub of the program by collecting and organizing information requested by the Program Manager from others and making information available to others by email, telephone, and the web
• Take detailed minutes of meetings, circulate to staff for review/final editing and maintain approved version
• Prepare reports as requested
• Maintain appropriate filing systems–ensure filing systems and databases remain up-to-date and accurate
• Maintain program calendar and schedule appointments as needed
• Suggest changes to workflow to improve efficiency
• Answer phones in a professional manner and direct calls to appropriate persons and/or take detailed messages
• Manage communication of information in and out of the office; support Program
• Manager and other program staff with all communication processes (paper and electronic) and capable of conducting all such communication in a professional and respectful manner
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills that engages and respects a diversity of cultural backgrounds and experiences
• Assist in maintaining and improving the organization’s website
• Have working knowledge of all organizational policies and procedures, and help ensure they are followed at the operational level
• Assist in preparation of presentation materials
• Monitor and maintain office equipment; repair or replace malfunctioning equipment and hire technicians when required
• Monitor office supplies; order and re-stock as needed; research new deals and suppliers as needed; obtain multiple bids for supplies/work when appropriate
• Implement methods for cost control when the opportunity presents itself
• Ensure office is kept clean and organized at all times
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the
• Program Manager or other leadership
• Perform other duties as assigned

  Job Skills:
• Ability to sit for extended periods of time while working
• Constant hand, fingers and arm use
• To occasionally function in activities involving walking, bending, squatting, reaching
• Occasionally stand for extended periods of time
• Ability to hear clearly and speak intelligibly
• Ability to lift and/or move up to 11.5 kg

Job Qualifications:
• Education/Experience: Bachelor’s Degree preferred, with at least 2 years of experience in a similar program; demonstrated comparable work experience may be accepted
• Exceptional communication skills and ability to work effectively with both program staff and community partners
• Demonstrated leadership abilities, including well-developed organizational and time prioritization skills
• Professional demeanor and excellent customer service skills
• Self-starter who works well independently and with others
• Ability to prioritize given tasks and work efficiently towards completing them
• Fast, proficient, and accurate with all required responsibilities
• Detail-oriented and exceptional organizational skills-ability to work with accuracy and attention to details
• Experience with complex file management
• Experience in providing support to multiple projects/partners
• Knowledge of program design, management and monitoring tools
• Strong problem solver and analytical thinker
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required
• Knowledge/experience with the HIV/ART prevention, treatment and care services helpful and preferred
• Knowledge of general administration of program and financial activities
• Competency with computer skills (e.g. Word, Excel and basic data file management)
• Familiar with common office equipment (printers, copier, fax, etc.)

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Job application procedure
Interested candidates should send their CV and cover letter by email to admin@zafec.org  not later than 18th October 2019

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