Administrative Assistant

  • Entry-level, Short-term contract assignment
  • Posted on 17 October 2020
  • Lusaka, Zambia
  • Closing on 21 October 2020
  • Current

Job Description

Main purpose of the Job:

To oversee all office operations and ensure that all equipment is available for the smooth operation of the office

2-5 years of experience in Office Administration

Advanced Microsoft Office competency in Word, Excel, PowerPoint, Outlook

Ability to communicate in English and correspond professionally in writing and verbally

Key Responsibilities

Procurement

· Develop and maintain a database of potential vendors and suppliers of equipment, supplies and services

· Develop list and source required stationery and equipment and support procurement of office equipment, furniture, vehicles, stationary, supplies and sundries with sourcing of vendors, quotations and development of specification

· Promote the adherence of procurement regulations and procedures as per USAID guidelines

· Assist in the organizing of logistical support requirements for conferences, site visits, workshops, and accommodation to ensure smooth delivery of program activities.

· Manage all stores records and inventory management, facilitate issuance of all stores items after approval by the Office Manager, using a stores requisition form.

· Review all stores records on a monthly basis alongside the Office Manager.

Administration

· Monitor the provision of contracted services such as security, garbage collection etc. to ensure services are fulfilled in accordance to contractual obligations

· Develop an Asset Register to ensure that all purchased items are accounted for and branded with acceptable identification numbers as per USAID guidelines

· Coordinate insurance of organization property to ensure all assets are protected against various risks

· Monitor general cleanliness of offices and surrounding areas to ensure good work environment.

· Arrange insurance for all office assets

· Develop office filing system, organize and store paperwork, documents and computer-based information

· Develop and maintain database of all key contacts at MoH, USAID, and partners (client relationship database)

· Maintain lease contracts and tracking vendor orders; raise requisition for quarterly payments.

Minimum Required Qualifications and Experience:

· Degree/ Diploma in Business Administration or any other related qualification.

· Computer Literacy

· 2-5 years of experience in Office Administration with previous experience in supervising a team.

· Advanced Microsoft Office competency in Word, Excel, PowerPoint, Outlook

· Ability to communicate in English and correspond professionally in writing and verbally

About the Organization

Right to Care (RTC) is a non-profit company with a vision that all HIV-positive patients receive high quality treatment, care and support, improving their quality of life and productivity in South Africa and other African Countries.

The EQUIP Consortium is led by Right to Care (RTC) in collaboration with four other Africa based Partners. The EQUIP Consortium provides countries with innovative and customized solutions that increase HIV testing and linkage to care, widens the coverage of ART, expands capacity for viral load monitoring and improves retention of patients on ART. With the support of USAID, EQUIP is designed to provide rapid responses to the needs of high-priority PEPFAR countries.

More information

Internal Vacancy Advertisement- Administrative Assistant Lusaka.pdf

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