Position Summary

Position: Office Assistant
Location: TBA, Zambia
Contract Name: USAID Local Impact Governance Project
Type: Long Term Technical Assistance
Period of Performance: TBD

Purpose:

The office Assistant is responsible for ensuring that all areas of the Local Impact office are kept clean and tidy, free from rubbish, supporting a healthy, sanitary working environment for all staff, and supporting the team in preparations for meetings and for visitors. The Office Assistant will be responsible for ensuring that stationery/office supplies to the Provincial offices and for trainings are prepared in a timely manner.

Principal Duties and Responsibilities

• Clean office floors, walls and windows, all utensils using appropriate cleaning materials.
• Dust office furniture and equipment on a daily basis to avoid dust build-up and any debris and dirty utensils.
• Identify and report major repairs to any part of the building to the supervisor.
• Thoroughly clean all conveniences with necessary supplies and monitor sanitary installations, empty bins from the offices and wash basins at least twice a day with appropriate disinfectant materials.
• Replenish all kitchen supplies required for cleaning and maintenance in consultation with the Provincial Manager as soon as possible.
• Properly cleans and disinfects all areas in and around the project office, including, but not limited to, floors, offices, bathrooms, halls, stairs, windows, and outside areas belonging to the office.
• Follows all protocols in relation to hygiene as provided by supervisor.
• Ensure timely opening and securely locking offices as well as all electrical appliances are switched off.
• Timely Compiling of all utility and other bills for payments.
• Administers the in-office stock of stationery and office supplies and also ensure the storeroom records and stock control cards are upto date.
• Inspects goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods.
• Disburse training stationery for all trainings taking place within and out of the office.
• Attend to clerical issues of the organization when requested upon.

• Manage the reception and attend to all queries.

Other Duties

• Provides leave of absence cover for staff as required
• Escalates any issues to his/her supervisor immediately
• Performs any other duties as assigned

Place of Performance and Reporting

• The position will be based in the Local Impact Project office TBA and will report to the Provincial Manager.

Minimum Education Qualifications, Experience and Competencies

• Grade 12 School Certificate with a post-secondary training in administrative/clerical/front office management skills needed.
• Initiative, teamwork, and confidentiality.
• 3+ years of relevant experience working in similar position.
• Ability to respond effectively to time sensitive demands & inquiries.
• Well-organized and good skills in planning.
• Basic writing skills and the ability to manage stock books.
• Basic IT skills – i.e. use of Microsoft word, Excel.
• Working English is required.