John Snow, Inc. (JSI) seeks highly qualified and accomplished public health leaders and providers for the recently awarded United States Agency for International Development (USAID)/PEPFAR-funded Supporting an AIDS-Free Era (SAFE) Project in Zambia. The five-year project which is led by JSI in partnership with Abt Associates and mothers2mothers, works to reduce HIV mortality, morbidity and transmission, while improving nutrition outcomes and family planning integration in three provinces: Central, Copperbelt, and North-Western. USAID SAFE works with the GRZ, private sector and civil society institutions at the national, provincial, and district level to increase access to ART for HIV positive adults and children, reduce the incidence of new infections, improve Nutritional Assessment, Counseling and Services (NACS) and family planning services, and increase the capacity of local health institutions to better serve affected populations.

Position Title: Receptionist/Administrative Assistant

Position Type: Full Time

Location: Copperbelt

Job Summary

The Administrative Assistant/Receptionist is a full-time position based in Lusaka and the three provincial offices. S/he will provide administrative and logistics support services to personnel for the USAID SAFE Program. S/he will be instrumental in the operation of the project office, and will be responsible for general administrative duties. Being the first face visitors are greeted with the individual will need to be friendly, knowledgeable and hospitable!

Primary Responsibilities and Duties:

As Receptionist

• As the organization’s first point of contact, uphold the USAID SAFE good image by ensuring the portrayal of a generally professional and courteous manner.
• Receive and answer telephone calls/conference calls and greet all visitors using a professional and courteous manner and direct them to appropriate persons;
• Distribute office mail and send out mail/packages to the appropriate hosts and couriers in a timely manner.
• Set-up and maintain a computerized tracking sheet for all correspondence sent from personnel to other staff and partners;
• Opening and closing of offices at the start and end of each working day.

As Admin Assistant

• Monitor electricity usage and facilitate replenishment. Electricity is tracked on a weekly basis specifically Mondays and update and sign off the unit tracker.
• Coordinate monthly garbage collection by the timely updating of the garbage tracker and collection schedule and facilitate settling of invoices with Ndola City Council.
• Manage the tracker for Cleaning Services (Nemchem) and Security Services (G4 Secure Solutions) by ensuring monthly reviews of invoices and payment schedule to facilitate timely settlement of invoices.
• Facilitate rental payments to the landlord by receiving invoices and generating the memo to finance for payment.
• Assist with the management of travel arrangements for personnel and visiting staff, if applicable, including hotel bookings;
• Reconciliation of accommodation invoices and tracking bookings and invoices
• Assist with Bill Analysis for conference packages including following up the same with technical staff for variances.
• Assist with verification of Goods Transfer Notes and documentation of items sent to facilities
• Assist in the verification of dispatch items at Ndola Office.
• Manage office stationery and supplies stock, and maintain stationery tracking sheet.
• Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;
• Assist in overseeing office upkeep in terms of needed repairs and daily cleaning;
• Work with the Senior Administration Officer to arrange and coordinate staff retreats and office events;
• Work with the Senior Administration Officer in the organization of conferences and trainings ensuring that attendance registers are completed and are tallying with invoices;
• Raising of requests for business cards and IDs for staff
• Undertake any other responsibilities, tasks or activities as required by the Senior Administration Officer.

Desired Qualifications:

• Minimum of grade 12 certificate and additional diploma, certificate or qualification in office management/administration;
• Minimum of 4 years’ experience in a similar office management/administrative position;
• Previous experience in NGO or USAID donor funded projects
• Demonstrated ability to manage time and perform to strict deadlines;
• Ability to manage office equipment like computers, fax machines and projectors;
• Good filing and secretarial skills;
• Proficient in Microsoft Word, Excel, and PowerPoint software;
• Ability to multi-task with a high level of accuracy and attention to detail;
• Excellent written and verbal English skills;
• Strong communication and interpersonal skills; and
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.