JSI Research and Training Institute, Inc. (JSI) is a public health organization that is committed to improving the health and well-being of underserved, vulnerable people and communities throughout the world, and to providing an environment where people of passion and commitment can pursue this cause. JSI seeks highly qualified and accomplished public health leaders and staff for its United States Agency for International Development (USAID) – supported project, USAID DISCOVER-Health. USAID DISCOVER-Health aims to improve the lives of Zambians by ensuring equitable access to and use of high-quality HIV, maternal new-born and child health (MNCH), family planning and reproductive health (FP/RH) services and products at the district and community levels. The project also supports the Government of Zambia (GRZ) efforts to address the global COVID-19 epidemic, including accelerating the national rollout and scale-up of COVID-19 vaccination. During the next three years the project is conducting a technical assistance role to the Ministry of Health (MOH) for the provision of integrated health services whilst assisting GRZ in COVID-19 activities as directed by donor USAID.

Position Title: Administrative Assistant

Position Type: Full Time

Location: Lusaka Head Office

Reports to: Procurement and Administration Manager

Job Summary

The Administrative Assistant will execute USAID DISCOVER-Health administrative functions including assisting with project logistics, procurement of supplies, organizing and coordinating administrative arrangements, performing clerical tasks and maintaining clear and detailed records as needed to assist the USAID DISCOVER-Health project and staff to operate efficiently and effectively. Additionally, the Administrative Assistant will be required to maintain clear and detailed records as needed to assist the USAID DISCOVER – Heath Project and staff to operate efficiently and effectively.

Primary Responsibilities and Duties:

• Providing Logistics/Administrative support, booking of hotel venues, accommodation for meetings and workshops and prepare/organize meeting and workshop materials.
• Responsible for maintaining accurate up-to-date stock records and implementing strict stock control system for all USAID DISCOVER-Health inventory including office supplies, stationery & consumables and also ensure that procurement requests for replenishment are timely made.
• Assist in obtaining quotations, compiling and analysing cost information and data to assist in the selection of vendors including preferred vendors for stationary, office supplies and services including hotels, and update information periodically.
• Maintain database of preferred hotels, lodges and venues, obtaining feedback from project staff to keep information current and updated and circulate to staff periodically.
• Facilitate International and local travel arrangements for USAID DISCOVER-Health staff as required.
• Management of project phone lines for all staff.
• Liaising with regional and hub admin staff to coordinate on budgets and hotel bookings.
• Responsible for taking staff minutes at all staff meetings
• Assist in maintaining a filing system for all Project administrative activities.
• Tracking and ensuring that all hotel invoices related to approved budgets are settled on time.
• Weekly analysis of payments from hotel tracker for proactive payment processing by finance.
• Assist where required with site assessments and general site maintenance
• Supervise office Assistants
• Attend to any duties as assigned by the supervisor

Qualifications/Requirements

• 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 friendly and helpful demeanour at all times given the high level of interaction with partners and clients.