Administrative Assistant

Lusaka, Zambia, Full Time Salary: Competitive package

Administrative Assistant Ref No. AD/SD/15/04/21
Reports to District Coordinator. The incumbent provides administrative and financial support required by the respective teams, acts as administrative/logistical liaison between the teams, facilities, finance, grants, and procurement departments. Tracks administrative, financial requests, quotations and location of equipment and other relevant administrative/logistical tasks. .
Main duties
Provides dynamic and proactive administrative support to the Provincial and District staff and Community Team members.
Liaises with all team members to coordinate request of activity funds according to draw down schedule and according to approved budget.
Processes and submits all expense requests as per the stipulated submission procedures as well as follow up the process proactively.
Manages accurately office petty cash, prepares receipts and expenditure statements for submission to Finance and ensures timely retirements of activity funds.
Facilitates procurement and availability of all required office supplies
Ensures Office Utilities such as electricity are paid for timeously
Tracks program expenses and supports tracking of approved regional budget.
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.
Maintains a good stock and inventory management of onsite and offsite CIDRZ assets.
Coordinates travel plans of the teams and help to plan/organize travel arrangements accordingly, with good communication of all parties involved
Coordinates transport routing and drivers in line with CIDRZ transport policies
Follows-up with other staff on program matters requiring timely decisions and actions
Manages and organizes program events such as: trainings, meetings, retreats, team building activities, etc.
Schedules and prepares for meetings and take minutes as requested
Ensures Office premises are maintained in good order
Qualifications
Diploma in Business Administration or relevant equivalent
At least 2 years’ relevant work experience working in an office environment and program support
Ability to understand and utilize systems (e.g. ERP System)
Planning and Organisational Skills
Proven competency in MS Office Programs
Excellent interpersonal and intercultural communication skills
Accurate and attentive to detail
Ability to work under pressure and meet deadlines
A commitment to teamwork and ability to work individually
Suitably qualified candidates are invited to apply; however only shortlisted candidates will be contacted. Please send application letter and detailed CV quoting Reference Number and day-time telephone number to:
CIDRZ Human Resources Director using email: jobs@cidrz.org
NO HARD COPY APPLICATIONS WILL BE ACCEPTED

Application email or URL: jobs@cidrz.org