Summary
Date Posted: Wednesday, July 17 2024, Base Salary: Not Disclosed

JOB DETAILS:
Overall job purpose:
The Administrative Assistant will support the Project Implementation Unit (PIU) of the Zambia Agribusiness and Trade Project II. Reporting to the Project Manager, the role involves providing comprehensive administrative and logistical support to ensure the smooth running of daily operations.

Main Duties/Accountabilities:
i) Act as a focal point person for project operational matters and manage day-to-day activities of the PIU;
ii) Provide administrative support, including handling correspondence and managing office supplies;
iii) Organize and facilitate meetings, prepare agendas, take minutes, and ensure the availability of conference rooms;
iv) Maintain project databases, ensuring accurate and up-to-date information is readily accessible;
v) Generate regular reports on administrative activities and project progress:
vi) Establish and maintain a systematic filing system for project documents and records;
vii) Provide logistical support for workshops, conferences, and training sessions; viii) Coordinate travel arrangements for PIU staff; and
ix) Manage human resource functions such as staff welfare, team building activities, and asset register maintenance.

Qualifications and Skills:
Education:
i) Grade 12 School Certificate with five O-Levels including English and Mathematics; and
ii) Bachelor’s degree in Business Administration, Public Administration, or related field; a Master’s degree will be an added advantage.
Experience:
i) Minimum of five (5) years’ experience in administrative roles; and
ii) Experience in project implementation or donor-funded projects preferred.

Additional Requirements:
i) Proficiency in Microsoft Office and project management tools:
ii) Strong organizational, multitasking, and communication skills;
iii) Ability to work effectively with diverse stakeholders;
iv) Demonstrated ability to work collaboratively in a team-oriented environment;
v) Strong interpersonal skills and attention to detail; and
vi) Commitment to confidentiality.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Overall job purpose:
The Administrative Assistant will support the Project Implementation Unit (PIU) of the Zambia Agribusiness and Trade Project II. Reporting to the Project Manager, the role involves providing comprehensive administrative and logistical support to ensure the smooth running of daily operations.

Main Duties/Accountabilities:
i) Act as a focal point person for project operational matters and manage day-to-day activities of the PIU;
ii) Provide administrative support, including handling correspondence and managing office supplies;
iii) Organize and facilitate meetings, prepare agendas, take minutes, and ensure the availability of conference rooms;
iv) Maintain project databases, ensuring accurate and up-to-date information is readily accessible;
v) Generate regular reports on administrative activities and project progress:
vi) Establish and maintain a systematic filing system for project documents and records;
vii) Provide logistical support for workshops, conferences, and training sessions; viii) Coordinate travel arrangements for PIU staff; and
ix) Manage human resource functions such as staff welfare, team building activities, and asset register maintenance.

Qualifications and Skills:
Education:
i) Grade 12 School Certificate with five O-Levels including English and Mathematics; and
ii) Bachelor’s degree in Business Administration, Public Administration, or related field; a Master’s degree will be an added advantage.
Experience:
i) Minimum of five (5) years’ experience in administrative roles; and
ii) Experience in project implementation or donor-funded projects preferred.

Additional Requirements:
i) Proficiency in Microsoft Office and project management tools:
ii) Strong organizational, multitasking, and communication skills;
iii) Ability to work effectively with diverse stakeholders;
iv) Demonstrated ability to work collaboratively in a team-oriented environment;
v) Strong interpersonal skills and attention to detail; and
vi) Commitment to confidentiality.

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