Administrative Assistant x2

Title:

Administrative Assistant x2

Grade:

C3

Project:

P002 – Cidrz Laboratory

Location:

Ndola – Ndola District, Copperbelt Province

Publish Date:

26 Jan 2023 00:00

Deadline Date:

31 Jan 2023 00:00

Description:

Reports to Project Manager. The incumbent will provide administrative and logistical support required. S/he will act as an administrative/logistical liaison between the Project, Finance and Procurement Departments. S/he will be responsible for tracking requests office supplies.

Main duties

Provides secretarial assistance and type office documents with accuracy, proper formatting and neatness

Manages mail, updates contact lists and distributes meeting minutes timely.

Ensures strict confidentiality

Is responsible for logistical travel arrangements [flight reservations, hotel reservations, per-diem requests] both local and international.

Is responsible for requesting, dispensing and retiring petty cash in a timely manner

Schedules appointments; communicate with program teams to coordinate request applications for program initiatives, and their implementation.

Orders/buys/manages office supplies

Works together with the Program teams to collect quotes and other procurement related activities

Maintains an active log system on all logistics orders and deliveries

Maintains a good hard & soft copy filing system on all program correspondence and other documentation.

Pro actively liaises with coordinators when problems arise, and come up with possible solutions

Communicates professionally and pro actively with CIDRZ external stakeholders

Sends out invitations, request funds, organize all other logistical matters for trainings and workshops as required

Prepare periodic reports and documents as required

Follows-up with other staff on program matters requiring timely decisions and actions

Qualifications

Grade 12 Certificate

Diploma in Business Studies

At least 2 years relevant admin work experience working in an office environment

Excellent interpersonal and communication skills

Proficient Microsoft office programs

Accuracy/eye for detail and ability to work under minimum supervision

Ability to work with deadlines, can independently prioritize work and has a positive attitude as team player

Only shortlisted candidates will be contacted. Please indicate district (s) of your preference on your application letter.