Position: Study Administration Assistant

Reporting To: Head of Grants Administration

Job Location: Lusaka

Duration: Two (2) years contract, start date May 2024

Position Summary

The Study Administration Assistant will be responsible for front desk support and other routine administrative and logistical support to study teams to ensure smooth field operations.

Roles and Responsibilities will include but are not limited to:

• Front office management- being the first point of contact with visitors and welcoming them and answering their enquiries warmly and courteously.
• Answering incoming calls and redirecting them to relevant officers.
• Ensuring that the lobby is kept tidy and clean.
• Receiving, logging and distributing incoming and outgoing mails.
• Managing photocopying services and billing studies on a monthly basis.
• Procurement of office groceries, water, and toiletries.
• Managing the conference room user allocations and bookings.
• Following up and ensuring routine utility and service bills such as Zesco, Zamtel, sanitary services and other ancillary bills are settled timely.
• Managing non-executive travel arrangements, including accommodation booking & reservations, flights and per diems, and other travel related logistics.
• Coordinating and managing the logistics for study related conferences and training workshops.
• Initiating and tracking of procurement requisitions for studies in Zambart’s automated procurement and payments system.
• Ensuring study staff monthly talk time and data allocations are recharged timely every month.
• Receiving goods into stores for the general stores and verifying all supplies and equipment delivered against invoices and purchase orders.
• Issuing goods from the general stores to users.
• Issuing, packing and preparing for mailing or shipping study forms, supplies, equipment and other materials to study sites.

Person specifications

• A high national diploma in Administration or equivalent.
• Excellent computer skills in MS office (word, excel, power point)
• Excellent people management and communication skills, including ability to communicate information accurately, clearly and as intended.
• Two years’ experience in travel coordination, customer service, organizing events and conferences and managing front desk.
• Should be highly organized and a self-starter.
• Ability to operate standard office equipment such as printing and photocopying machines.