Administrative Assistant

National HIV/AIDS/STI/TB Council

In its continued efforts to provide leadership for a coordinated multisectoral response to HIV and AIDS, the National HIV/AIDS/STI/TB Council (NAC) invites suitably qualified candidates to fill the following vacant positions based at the Secretariat in Lusaka:

ADMINISTRATIVE ASSISTANT (Grade 6)

Job Purpose            

Reporting to the Administration Officer, the Administrative Assistant is responsible for the provision of efficient and administrative services to the institution.

Principal Accountabilities:

  • Assists in staff recruitment and selection processes by preparing required documentation
  • Assists in developing and maintaining a filing system for all NAC employees
  • Assists in updating and maintaining employee personal files
  • Assists in the booking of travel arrangements as required from time to time
  • Assists in planning low and mid-level meetings and takes accurate minutes thereof
  • Acts as a point of contact for all units and departments regarding administrative services
  • Liaises with administration Officer to handle requests and queries from units and departments
  • Assists in management of service contracts pertaining to insurance, legal retainership, security, cleaning, garbage collection, medical scheme and other services
  • Supervises cleaning and general maintenance of offices and surroundings
  • Assists in the day to day management of the institution’s fleet of motor vehicles, ensuring that the institution is compliant with statutory requirements
  • Assists in the provision of safety services to the institution in accordance with statutory requirements
  • Assists the Administration Officer in ensuring that the institution has a regular supply of water
  • Ensures that utility all bills are paid for to avoid disruption of services
  • Reports any faults and disruption of administrative services to the Administration Officer for action
  • Performs any other duties assigned by the Administration Officer

Knowledge and Skills Requirements

  • At least five (5) O Level credits including English
  • Diploma in Business Studies/Management, Public Administration, Human Resource Management or equivalent
  •  Training in records management and secretarial is a sure advantage
  • Associate of the Zambia Institute of Human Resource Management
  • Two (2) years experience in related filed
  • Proficiency in MS Word and MS Excel is required
  • Working knowledge of office equipment is desirable
  • Strong organizational skills with the ability to multi-task
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills

SUBMISSION OF APPLICATIONS

Applications accompanied by curriculum vitae, certified copies of National Registration Card, academic and professional qualifications should be sent to:

The Director General
National HIV/AIDS/STI/TB Council
Plot 315, Independence Avenue
P.O BOX 38718
LUSAKA

Closing date for receipt of applications is 30 June, 2017.

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