Summary
Date Posted: Monday, August 10, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
ADMINISTRATIVE ASSOCIATE
LOCATION: LUSAKA, ZAMBIA
POSITION OVERVIEW The Administrative Associate is responsible for providing routine administrative assistance to che in house pas staff, as well as to external consultants working on Ipas engagements. The Administrative Associate I is responsible for day to day office management including general cleanliness of the office. He/she will provide operational support to the Country Director's office as well as to other members of staff. He/she shall processes invoices, support the coordination of meetings and conferences, maintains, and organizes physical and electronic documents, and will also facilitate operational processes including the arrangement of travel and accommodation where required. He/ She shall also perform other administrative and operational duties as assigned .

Key Responsibilities:
• Ensuring that all administrative operational processes in the pas office are undertaker and well-functioning.
• Ensuring that the past office is clean and orderly.
• Keeping all office records and taking minutes during meetings.
• Maintaining office stock and inventory-receiving items, recording storing, managing disoursements of items and its records, and coordinating the replenishment where necessary.
• Processing administrative invoices under the direction of Finance Associate preparing PVs already reviewed by the Finance Associate Following up on monthly utility and contract bills (telephone, internet, water
• Supervising office management vendors or consultants (including the cleaners and gardeners) and ensuring well maintenance of the offices and office premises. Supporting the coordination of team meetings and external meetings, travel and other logistics
• Assisting with the preparation of travel arrangements for pas office staff and submitting documentation for review
• Facilitating conferences by booking travel arrangements and hotel accommodation, preparing materials, as necessary.
• Providing administrative assistance to technical leads within their area for responsibility -finance, health system, R&E and /policy
• Performing routine data entry tasks as required.
• Performing all duties as assigned by the supervisor and Country Director
• Internal & External customers/ suppliers as well third parties
• Collaborating with associates, advisors, and managers to schedule daily, weekly, and monthly Tasks.
• Working with associate, advisors, and managers to plan and arrange travel, conferences, and meetings
• Collaborating with caterers and other external vendors to plan and execute off-site events.

Job Skills: Not Specified

Minimum Requirements for Position:
• College degree in a related field.
• 35 years previous work experience
• Knowledge in administrative, financial and procurement processes including donor requirements.
Preferred Requirements:
• Strong administrative skills with good organization, communication and writing skills, ability to multitask, effective team player with minimum supervision

Job Education Requirements: College degree in a related field.

Job Experience Requirements: Not Specified

Work Hours: 8

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Job application procedure
Interested and qualified candidates are encouraged to apply by sending their CVs and Cover Letter to kandekec@ipas.org  and state the Position applied for in the Email Subject. All applications are to be received not later than 20th August 2020. All applications will be reviewed as they are received and not after the deadline.

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