Administrative Assistant

Transparency International Zambia (TI-Z) is seeking highly qualified individuals to fill the following
position:

Job Title: ADMINISTRATIVE ASSISTANT

Job Purpose

The administrative Assistant (AA) will function as first point of contact with TIZambia. The AA will maintain an administratively effective office environment: a presentable and well-organized office.

Support the finance staff members with various administrative tasks related to finance documentation and archiving. The AA will provide support to the Executive Director and Finance and Administration Manager on practical issues.

Job Description

General office administration

• Perform reception services acting as first point of contact, answering incoming calls and making outgoing calls, transferring to appropriate staff, taking/distributing messages, greeting visitors, handling requests for information and directing visitors to appropriate. Sign for and distribute all mails and packages received.
• Ensure that all workshop/conference amenities and materials are available at TI- Zambia premises.
• Make preparations for and service all TIZ meetings; workshops and seminars (other than those that are Programme specific).
• Take minutes at office and other meetings as requested by ED (excluded: programme department minutes)
• Hotel/flight bookings for visitors from outside Zambia and staff travelling out of Zambia.
• Update internal directories (e.g. staff names, phone numbers)
• Ensure that office equipment and supplies are available for use.
• Process requests for office supplies, telephone, scanner, copier, internet maintenance. Use stock cards, which should be reconciled monthly. Initiate replacement of stationery and office supplies.
• Coordinate work by service staff, including providing weekly printouts from the Outlook Calendar showing bookings of the meeting room.

Support to finance

• Phones: follow up on bills and prepare for payment processing.
• Control and monitor telephone usage at front desk; ensure personal calls are logged in the book and confirmation received from user so that finance can invoice staff for payment

Support to logistics function

• Receive and take in Transport Request Forms
• Coordinate allocation of vehicles. Keep keys to vehicles securely stored.
• Allocate vehicles to maximize needs of TIZ as a whole, and draw attention of FAM immediately in case of insufficient vehicle or driver coverage
• Reconcile and review fuel consumption (log books, fuel vouchers).
• Perform key tasks of the Logistics and Procurement Officer, pertaining to procurement.

Personnel management

• Ensure all staff members record their times of arrival and departure (at office)
• Keep spreadsheet of leave days updated
• Check application forms for leave before further processing by submitting to FAM and ED for approval
• Ensure staff members travelling out of the country are adequately insured
• Be focal point and main contact person for medical scheme.
• Ensure the staff birthday list is updated and announce a day before to other staff

IT Management

• Coordinate contact with IT consultants for TIZ. Provide basic technical support to staff that have IT problems. Like re- booting or resetting the router.

Ensure TIZ staff members contribute to an effective and efficient organisation

• Supervise staff reporting to Admin and Finance Manager (i.e. Service Staff, providing coaching and training as necessary. Staff Performance and Development Reviews should be conducted at least once a year.

Support to management

• Contribute to efficient programme management by performing other administrative duties that may be assigned to you by the Finance and Administration Manager or Program Director or ED.
• Manage Executive Director’s diary

REQUIRED COMPETENCIES

• Computer literate,
• Writing and Communication skills,
• Good interpersonal skills and commitment to team spirit
• Competence in excel and other packages

Education Background

• Diploma in Business Administration or equivalent Secretarial

Qualification

• A degree in business administration, economics, Social Sciences or its Equivalent will be an added advantage
• Must have a full grade 12 certificate
• 2 years’ experience in similar position, preferably CSO setup

Closing date for applications is 10th August 2018.

Note: All application should be typed and emailed to [email protected] copied or you can simply bring it by hand to plot number 8 Raphael Kombe road Lusaka. For those who wish to post you can write to the address given below. All applications should be sent to the suggested channels by the 10th August, 2018. Time 12:00 hours.

Write to

The Executive Director
Transparency International Zambia
House No. 8
Raphael Kombe Road
Civic Centre Area
P.O. Box 37475
Lusaka Zambia.