Administrative Assistant (x5)

Cidrz

Title: Administrative Assistant
Grade: C3
Project: P002 – Cidrz Laboratory
Location: Ndola x1, Kabwe x1, Kasama x1, Chinsali x1, Solwezi x1 – Lusaka District, Lusaka Province

Publish Date: 31 Oct 2022 00:00

Deadline Date: 10 Nov 2022 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.

To apply for this job please visit jobs.cidrz.org.

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