Program Assistant

  • Full Time
  • Lusaka, Zambia
  • Applications have closed
  • Salary: based on salary history

Website DAI Global LLC

Shaping a More Livable World



DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments.

1. Project Background:

The Scaling Up Nutrition (SUN) Program is a cross-ministry and multi-donor program to reduce stunting in Zambia. The National Food and Nutrition Commission (NFNC) implements SUN as part of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program.  SUN 2.0, the second phase of the program, has three major components: (1) Pooled Multi-Donor SUN Fund, (2) SUN Technical Assistance (SUN TA), and (3) SUN Learning and Evaluation. Working in parallel with the SUN Fund, the USAID/Zambia SUN TA program will provide support and direct technical assistance to sub-national government departments in target provinces and districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two.

USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions will increase access and availability of safe, diverse, nutritious food; adoption of better child feeding habits and household hygiene practices; and access to improved health, water and sanitation services. The project will prioritize sustainability by improving intra-household joint decision making and building capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

2. Location: Lusaka, Zambia

3. Objective:

This position will be responsible for providing assistance in general office management, logistics, administration and procurement support including stationery & supplies, coordination and bookings of flights and accommodation, meeting logistics, repair and maintenance of office equipment, etc. He/She will be responsible for providing administrative support to both programming and operations staff to ensure efficient operation of the office.

4. Tasks and Responsibilities:

  • Manage the office reception and being a point of contact for project staff, external stakeholders and visitors
  • Provide general support to visitors and maintain contact lists and signing lists
  • Coordinates events, meetings and logistics which includes conference room reservations, arranging for meeting refreshments, notification to members, distribution of meeting materials and minutes, and confirming participant reservations and attendance
  • Provide clerical support including mailing, scanning, and photocopying for senior management
  • Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for project staff as well as external stakeholders
  • Make travel arrangements, including booking flights and hotel reservations for project international and home office staff
  • Collect quotes and contact vendors pending project needs
  • Maintain a proper and user-friendly filling and document control system for recording and tracking of all documents
  • Oversees the maintenance of office equipment including the photocopier, binding machine to ensure that they are in working order and arranges for their repair and maintenance as needed. Follow up with vendors for after sale service and maintenance
  • Manage usage of utilities such as electricity water and telephone lines. Works with the landlord, maintenance staff etc. in order to maintain and repair office facilities as needed
  • Oversees the safety and security of the building and assets, and liaises with security providers as necessary
  • Support the project staff in daily administrative roles and to keep stock of stationary supplies for the units
  • Assist in keeping inventory of all office supplies and placing orders for replenishment is needed
  • Supervises office cleaning by ensuring that the cleaning of the office and its surroundings is done accordingly
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Assists with work / residence permits for International staff
  • Perform other duties as directed by Supervisor

5. Reporting and Supervision:

The Program Assistant directly reports to the Human Resource and Operations Officer

6. Qualifications:

  • Minimum 3 years’ experience in office Administration
  • Degree, Diploma in Business Administration
  • Strong verbal, writing and communication skills essential
  • Excellent impersonal skills and telephone etiquette required
  • Administrative, organizational and general office management skills
  • Experience with Microsoft office suite
  • An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
  • An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
  • Able to maintain good working relationships with team members while retaining high levels of confidentiality and discretion
  • Fluency in English is required
Important Note: Offers of employment or job openings with requests for payment or fees should be treated with extreme caution, viewed as potentially fraudulent and reported immediately.