John Snow Health Zambia Limited

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

JOB DESCRIPTION

Job Title: Office Assistant

Department/Unit: Finance and Operations

Location: Kabwe, Kapiri Mposhi, Chipata, Nakonde, Lusaka, Kasama and Chirundu

Duration: Full-Time

Reports to: Finance and Administrative Officer

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 Office Assistant is a full-time position and will be based in seven districts. S/he will assist in general office administration including the maintenance and cleaning of the project office. S/he will report to the Finance and Administrative Officer.

Roles and Responsibilities:

• Responsible for the maintenance and cleaning of project offices and equipment.
•  Providing logistical support and arrangements for meetings, including the setup of equipment.
•  Assisting visitors to the project with office support facilities.
•  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.
• Assist in maintaining inventory for stationery, consumables such as office refreshments and timely ordering of same.
•  Handle and account for Petty Cash advances and small office expenses.
•  Distribution of internal office documentation.
•  Manage the reception
•  Perform errands on behalf of the project within Hub operation area

Required Qualifications and Skills

• Minimum grade 12 certificate
•  A certificate or diploma in a similar related management field
•  Minimum of 2 years’ experience in a similar office assistant position.
•  A certificate in business studies, administration or equivalent an added advantage
• Knowledge of and ability to operate basic office equipment such as computers, scanners, copiers, faxes, & projectors.
• Basic computer skills required including ability to use email and word processing.
• Good interpersonal skills and ability to work as part of a team
•  Presentable and able to interact professionally with partners and clients.