Summary
Date Posted: Thursday, July 09, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
Job Title: Programme Support Assistant; ENTERPRISE Zambia
Company: Self Help Africa,
Department: Administration
Location: Lusaka
Reports to: Head of Finance and Administration; Self Help Africa, Zambia
Benefits 24 days annual leave, Medical Insurance, 25% gratuity and 5% Employer pension contribution
Length of contract 2 years contract, renewable upon satisfactory performance
Expected Travel Minimum national level travel will be required
Job Purpose: The Programme Support Assistant will provide administrative and human resource support to the project team working under our EU funded grant known as ENTERPRISE Zambia. S/he will be responsible and accountable for managing all administrative and human resource activities of the project and supporting the country team in procurement. The Programme Support Assistant will show initiative, be capable to meeting deadlines, be flexible, honest, diligent, innovative and be a team player. S/He should possess excellent verbal and written communications skills, and have strong negotiation, interpersonal and organisational skills. .

Key Responsibilities: ADMINISTRATION
• Provide general administrative support to project team
• Organize and maintain project files and databases
• Make arrangements and organize for project related meetings, presentations, seminars and trainings
• Take minutes in Project /committee/working group meetings
• Write letters and send them to appropriate bodies, and receive incoming mails that relate to the project
• Take records of all project items, and sees to it that they are adequately delivered to the various departments as directed by the programme Manager
• Support update of records on Salesforce database for all project partners, Donors and stakeholders
• Support in asset management processes.
LOGISTICS
• In liaison with the Procurement and logistics officer, Coordinate project logistics including fleet management
• Liaise with suppliers to ensure quality and timely delivery of goods and services related to the project
• Fuel management
• Ensuring recording of vehicle log books and maintenance records
• Logistics for visitors to the project
• Logistics of meetings, workshops, seminars etc
PROCUREMENT
• Assist in procurement process in line with organisational guidelines in liaison with the Procurement and Logistics officer
• Plan and coordinate procurement activities from purchase requisition stage to receipt of goods/services and delivery at their final destination, ensuring compliance with all required paperwork and supporting documentation
• Prepare purchase orders and documents in accordance with SHA policy on Salesforce
• Coordinate with the finance department in facilitating documentation for payment of invoices using Salesforce
• Liaise and coordinate with user departments and suppliers in determining the scope of work required for procurement activities
• Closely monitor procurement tracking and communicate regularly with staff and field sites on procurement progress and delivery timelines.
• Support maintenance of a regularly updated supplier database and an up-to-date price list for goods and services that SHA regularly uses
• Handle and monitor claims for defective or wrong supply of goods; delivery shortfalls and/or missing parts
• Ensure that the procurement and disposal of commodities are in keeping with donor guidelines and are properly documented
STORES MANAGEMENT
• Supervise storage of goods and ensure full documentations are updated for all goods received and goods dispatched
• Monitor and coordinate deliveries of items from suppliers to ensure that all items are delivered to site/ store on time.
• Schedule stores visits and carry out selective counts to confirm the goods balance agree to stores records
• Ensure goods do not stay in stores for a long time.
• Plan and manage inventory levels of goods
Any other duties as periodically assigned by the line manager.
Key Relationships: Internal
• Portfolio Managers
• HoFA
• HoP
• Country Director
• Procurement and Logistics Officer
• Human Resource Officer
• Procurement Committee
External
• Partner organisations/SMEs/MSMEs
• Other like-minded organizations and institutions

Job Skills: Not Specified

Qualifications and Experience: Essential
• Degree in Business Administration, Human Resource Management, or its equivalent from a recognized institution
• Proficiency in MS Word, Excel, Power Point and Outlook.
• 3 years proven experience in Business Administration or Human Resources with an International Non-Governmental Organisations
• Basic knowledge of financial processes / bookkeeping an added advantage

Job Education Requirements: Degree in Business Administration

Job Experience Requirements: 3 years

Work Hours: 8

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