John Snow, Inc.

Supporting an AIDS-Free Era

Background

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 will be led by JSI in partnership with Abt Associates, mothers2mothers, and the Catholic Medical Mission Board, will work to reduce HIV mortality, morbidity and transmission, while improving nutrition outcomes and family planning integration in three provinces: Central, Copperbelt, and North-Western. USAID/PEPFAR SAFE will work 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, Counselling and Services (NACS) and family planning services, and increase the capacity of local health institutions to better serve affected populations.

Position Title: Clerical Assistant (1)

Position Type: Full Time

Location:  (1) Lusaka

Reports to: Clerical Officer

Job Summary

The Clerical Assistant is a full-time position based in the Lusaka office. S/he works in close coordination with the Operations Manager to ensure that inventory is well managed and tracked with all necessary documentation in order.

Primary Responsibilities and Duties:

• Assisting the Clerical officer to ensure the updating and close monitoring the online inventory tracker to ensure that it is updated at all times
• Assisting the Clerical officer to ensure that all bin cards are updated and current at all times
• Assisting the Clerical officer to ensure that all office equipment is in its rightful location with accurate tag ID, serial numbers, USAID PEPFAR stickers and permanent marker at all times
• Assisting the Clerical officer to ensure that all incoming/outgoing inventory is tagged with traceable documentation neatly filed
• Assisting the Clerical officer to ensure that all Goods Received/Transfer Notes are well filed in orderly fashion and audit ready at all times
• Assisting the Clerical officer to file and track all PO’s and other inventory documents.
• Assisting the Clerical officer to ensure that all inventory at the warehouse and store rooms is accurate, well documented and ready for dispatch in a smooth and efficient manner.
• Assisting the Clerical officer to ensure that all incident and police reports are well filed and uploaded in the organizations asset management system
• Assisting the Clerical Officer to ensure that inventory that may require relocation from one location to the other is done as and when need arises.
• Assisting the Clerical officer to conduct routine audits on all Inventory in all storage points e.g. warehouse, store rooms etc.
• Assisting the Clerical officer in the receiving and dispatching of all inventory
• Assisting the Clerical officer to ensure that pictures of all Assets are taken and uploaded in the Asset Management system and accurately reflecting the descriptions.
• Any other functions and duties as assigned by the Clerical Officer, Operations Manager and Director of Operations

Minimum Qualifications:

• Minimum of a Certificate / Diploma in Inventory/Records Keeping, Stores Management or any other relevant qualification
• A minimum ten (3) years’ experience in Stores Management
• Practical experience in Stores/Inventory management
• Ability to work in a fast-paced environment
• Outstanding interpersonal skills and eager to work in a fast-paced multicultural organization
• USAID funded project experience in inventory/stores (added advantage)
• Ability to communicate effectively in English, both verbally and in writing.
• Exceptional computer skills, particularly in Microsoft Office