Administrative Assistant

Website cidrzinfo Centre for Infectious Disease Research in Zambia (CIDRZ)

Reports to Project Manager. The incumbent will provide administrative and logistical support required. S/he will act as an administrative/logistical liaison between the Project, Finance and Procurement Departments. S/he will be responsible for tracking requests office supplies.

Main duties

  • Provides secretarial assistance and type office documents with accuracy, proper formatting and neatness
  • Manages mail, updates contact lists  and distributes meeting minutes timely.
  • Ensures strict confidentiality
  • Is responsible for logistical travel arrangements [flight reservations, hotel reservations, per-diem requests] both local and international.
  • Is responsible for requesting, dispensing and retiring petty cash in a timely manner
  • Schedules appointments; communicate with program teams to coordinate request applications for program initiatives, and their implementation.
  • Orders/buys/manages office supplies
  • Works together with the Program teams to collect quotes and other procurement related activities
  • Maintains an active log system on all logistics orders and deliveries
  • Maintains a good hard & soft copy filing system on all program correspondence and other documentation.
  • Pro actively liaises with coordinators when problems arise, and come up with possible solutions
  • Communicates professionally and pro actively with CIDRZ external stakeholders
  • Sends out invitations, request funds, organize all other logistical matters for trainings and workshops as required
  • Prepare periodic reports and documents as required
  • Follows-up with other staff on program matters requiring timely decisions and actions

Qualifications

  • Grade 12 Certificate
  • Diploma in Business Studies
  • At least 2 years relevant admin work experience working in an office environment
  • Excellent interpersonal and communication skills
  • Proficient Microsoft office programs
  • Accuracy/eye for detail and ability to work under minimum supervision
  • Ability to work with deadlines, can independently prioritize work and has a positive attitude as team player

Only shortlisted candidates will be contacted. Please indicate district (s) of your preference on your application letter.


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