John Snow Health Zambia, Limited

USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity

JOB DESCRIPTION

Position: Administrative Assistant

Department/Unit: Administration

Location: Lusaka, Zambia

Category: Full-Time

Reports to: Operations Manager

Background: 

The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity is a five-year project to address the needs of people living with HIV (PLHIV) and those most at risk of acquiring HIV and contribute to HIV mitigation and epidemic control, improving the health outcomes of priority populations in the highest HIV-burden provinces of Zambia. USAID CHEKUP II is implemented by John Snow Health Zambia (JSH).

Position Description:

The Administrative Assistant will provide support to the Operations Manager in the general operations activities of the office. S/he will report to the Operations Manager and help in achieving the project’s goals and objectives.

Main Responsibilities

• To maintain all general project documentation, including E-filing.
• Coordinate activities, correspondence and communication for the Chief of Party’s office
• Providing Logistics/Administrative support for USAID CHEKUP II offices, booking of hotel venues, accommodation for meetings and workshops and preparing/organizing meeting and workshop materials.
• Maintaining accurate up-to-date stock records and implementing a strict stock control system for all USAID CHEKUP II inventory including office supplies, stationery & consumables and ensuring that procurement requests for replenishments are made in a timely manner.
• 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.
• Maintain a database of preferred hotels, lodges and venues obtaining feedback from project staff to keep information current and updated.
• Manage the Accommodation and Invoice tracker
• Arrange and prepare documents and supervise the photocopying and printing of materials for the project as required
• Facilitate both local & international travel arrangements for USAID CHEKUP II staff as required
• Maintain and distribute an up-to-date directory of USAID CHEKUP II staff and stakeholder contact information.
• Provide assistance with collection of invoices for onward processing of payments in line with the Budget
• Supervise the management of the front desk and welcome all visitors to USAID CHEKUP II office;
• Assist the Communication and Knowledge Management Director as requested by the COP office
• Support visitors to the project with office support facilities;
• Supervise Administrative interns/Office Assistant
• Maintain and coordinate meetings and staff minutes
• Maintain a schedule of mail and documents and visitor records
• Carry out any other administrative work assigned by the supervisor

Qualifications:

• Minimum qualification required is a diploma in Business Administration or office management.
• Minimum 3 years experience in a similar office administrative position.
• Demonstrated ability to manage time and perform to strict deadlines.
• Excellent computer skills required: including excellent word processing skills and experience with MS Word. Experience with Excel spreadsheets also preferred.
• Good interpersonal, teamwork, and supervisory skills
• Good writing and organizational skills.
• Exhibit a friendly and helpful demeanor at all times given the high level of interaction with partners and clients.
• Ability to multi-task
• Perform any other duties as assigned by the supervisor

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.