Administrative Assistant

ICAP at COLUMBIA UNIVERSITY ZAMBIA

JOB DESCRIPTION
Job Title: Administrative Assistant
Reports to: Senior Administration Officer Location: Lusaka

POSITION SUMMARY
The Administrative Assistant shall report to the Senior Administration and Procurement Officer and will provide day to day coordination of office purchases and supplies and ensure goods and services are readily available at all times.

MAJOR ACCOUNTABILITIES
• Provide general office reception duties
• Carrying out administrative duties such as filing, typing, copying, binding, scanning etc.
• Maintain both electronic and hard copy filing system for the site office and ensure compliance with ICAP file storage guidance/policy.
• Maintenance of both internal staff directory and the vendors database
• Raising of purchase requests for materials and preparation of local purchase orders.
• 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
• Booking of hotel venues, accommodation for meetings and workshops and prepare/organize meetings and workshops materials.
• Managing, coordinating and monitoring vehicle movement and fuel usage.
• Supervise drivers and ensuring that they correctly complete logbooks.
• Complete monthly vehicle usage reports and timely submission to the finance unit for fuel replenishment.
• Ensure timely processing and payment of all utility bills – work closely with finance on any vendor queries that may arise.
• Managing petty cash to ensure that the funds are available for day-to-day basic office requirements and reconciliations of the petty cash account
• Inventory management for all ICAP equipment and assets.
• Manage the site office stock levels for office supplies and stationery, including issuance of supplies and preparation of monthly consumption report on stationery and other office supplies.
• Work closely with the Senior Administration Officer to ensure supply pipeline runs smoothly and adequate inventory is available.
• Develop and maintain supply inventory tracking system for managing equipment and supply use.
• Any other duties as assigned by supervisor

EDUCATION
• Grade 12 Certificate
• Diploma in Business Administration/Management or any related field.
• Degree in Business Administration / Management will be an added advantage

EXPERIENCE AND SKILLS REQUIRED
• Minimum of two (2) years’ work experience. • Registered membership with the relevant professional body
• Excellent computer skills, at minimum with Microsoft Office Package.
• Ability to multitask and prioritize work
• Relevant work experience in similar position working for an international NGO.
will be an added advantage

PREFERRED QUALIFICATIONS
• Diploma in Business Administration/Management or any related field.
Travel Requirements
• None