ORGANISATIONAL BACKGROUND

Founded in 1979, Theological Education by Extension in Zambia (TEEZ) is an Ecumenical Program of Several Churches aimed at providing extension-based theological and community development training to Church leaders and ordinary Church members in order “to prepare all God’s people for the work of Christian service” (Ephesians 4:12).

The member Churches are the African Methodist Episcopal Church, Anglican Church, Church of Central African Presbyterian, Community of Christ, Christian Missions in Many Lands (CMML-Open), Lutheran Evangelical Church in Africa, Reformed Church in Zambia, United Church of Zambia, United Methodist Church, and Uniting Presbyterian Church in Southern Africa.
Theological Education by Extension in Zambia collaborates with Member Churches and communities across the ten provinces of Zambia to deliver Christian Education and Church Community Services programs and projects.

We believe in the power of building a vibrant and healthy family, Church and society through Church and community service so that people may have life and life in its fullness (John 10:10b). Working together with various Churches and partners, we strive to make Christ known and the power of His love, mercy and justice manifested.

We have been building the capacity of individuals and local Churches through our extension-based Theological and Social Community Development programs and projects since 1979.
We believe in integrity, commitment, and innovation in all we do as we reflect the love of God to all people.

Executive Administrative Assistant (Kitwe)- Contract

Position Description:

The position holder will provide Executive, Administrative and Operations support to the Executive Director’s office and will work closely with Departments and the Business Enterprise of TEEZ. The post holder reports to the Executive Director (ED) with a dotted line to the Training & Capacity Development Manager (TCDM) and Finance & Administration Officer (FAO).

Responsibilities:

• To provide administrative and programmatic support to the ED and, in his/her absence, to the Nominee.
• Ensures that a comprehensive diary is maintained and communicated well in advance with logistical arrangements.
• Provide logistical and programmatic support to the Training and Capacity Development Manager and anyone else at the discretion of the ED.
• Function as the initial contact point for the Executive Director’s Office.
• To coordinate, monitor and make travel and logistical arrangements for the ED and other senior staff.
• Co-ordinate the preparation of briefing information for the ED relating to travel/conferences, collaborating closely with departmental colleagues as appropriate.
• Provide backup support to ensure effective and timely responses to requests from Donors, other Partners, Member Churches, staff, and staff and partners of TEEZ.
• Direct requests for information or assistance from outside to staff as appropriate. Ensure action is taken and that good public is maintained.
• To provide logistical and administrative support for the organisation seminars, relations, meetings, workshops, conferences, and training sessions organised through the ED’s and TCDM’s office.
• To manage all office expenses to support the ED’s office and raise the necessary request for purchase requisitions.
• To implement and maintain robust office systems, including filing and record-keeping for the ED’s office.
• Preparation of invitation/visa letters where applicable for visitors to enable them to acquire visas either before or upon arrival at the airport.
• Coordinating documentation to ED’s office requiring a signature.

Qualifications:

• Aged between 35 years old and above
• Grade 12 School Certificate
• Diploma / Degree in Office Management, Business Administration or Social Sciences.
• Combination of Office/Secretarial Management and Business Administration an added advantage.
• Minimum three (4) years of relevant working experience in a similar role.
• Proven experience providing high-quality administrative and personal assistant services to senior-level staff.
• Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint, and Access).
• Registered member of a professional body

Other Tasks

• Work closely with Accounts, Training and Executive Director’s office team to aid and perform other related duties to meet evolving needs.
• Provide support to the staff, as necessary
• Provide backup assistance to other Assistants, as necessary

Competencies:

• Excellent written and verbal communication skills.
• Proven interpersonal and customer service skills with people at various levels from various social and cultural backgrounds.
• Assertive and initiative-taking, with the ability to work on their initiative with little supervision.
• Good analytical skills with the ability to identify key points from complex material or information.
• Initiative-taking, flexible and able to judge when to take the initiative on the ED’s behalf.
• Excellent time management skills. The post-holder will need to manage their own time well and the time of the ED.
• Demonstrated personal integrity and ability to deal with sensitive and/or sensitive issues with tact and diplomacy while maintaining complete discretion and confidentiality.
• Ability to cope with workloads and interruptions and organise activities to provide efficient services.
• Experience with an NGO/Christian Organisation in a similar role.

Tools

• Exceptional knowledge of and experience using the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, etc.)
• Excellent command of other software packages and corporate tools and ability to make optimal use of tools and modern technologies
• Ability to quickly learn and adapt to new tools

Languages

• Fluent in more than one of the official languages (English and other local languages) and a good knowledge of other languages, with a commitment to reach an excellent working level.

Core Competencies

For this role, the following competencies would be critical:

1. Analytical
2. Achievement focus
3. Drafting skills
4. Flexible thinking
5. Manage resources
6. Client focus
7. Diplomatic sensitivity
8. Organisational knowledge