Office Assistant

Position Summary

Position: Office Assistant
Location: TBA, Zambia
Contract Name: USAID Local Impact Governance Project
Type: Long Term Technical Assistance
Period of Performance: TBD

Purpose:

The office Assistant is responsible for ensuring that all areas of the Local Impact office are kept clean and tidy, free from rubbish, supporting a healthy, sanitary working environment for all staff, and supporting the team in preparations for meetings and for visitors. The Office Assistant will be responsible for ensuring that stationery/office supplies to the Provincial offices and for trainings are prepared in a timely manner.

Principal Duties and Responsibilities

• Clean office floors, walls and windows, all utensils using appropriate cleaning materials.
• Dust office furniture and equipment on a daily basis to avoid dust build-up and any debris and dirty utensils.
• Identify and report major repairs to any part of the building to the supervisor.
• Thoroughly clean all conveniences with necessary supplies and monitor sanitary installations, empty bins from the offices and wash basins at least twice a day with appropriate disinfectant materials.
• Replenish all kitchen supplies required for cleaning and maintenance in consultation with the Provincial Manager as soon as possible.
• Properly cleans and disinfects all areas in and around the project office, including, but not limited to, floors, offices, bathrooms, halls, stairs, windows, and outside areas belonging to the office.
• Follows all protocols in relation to hygiene as provided by supervisor.
• Ensure timely opening and securely locking offices as well as all electrical appliances are switched off.
• Timely Compiling of all utility and other bills for payments.
• Administers the in-office stock of stationery and office supplies and also ensure the storeroom records and stock control cards are upto date.
• Inspects goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods.
• Disburse training stationery for all trainings taking place within and out of the office.
• Attend to clerical issues of the organization when requested upon.

• Manage the reception and attend to all queries.

Other Duties

• Provides leave of absence cover for staff as required
• Escalates any issues to his/her supervisor immediately
• Performs any other duties as assigned

Place of Performance and Reporting

• The position will be based in the Local Impact Project office TBA and will report to the Provincial Manager.

Minimum Education Qualifications, Experience and Competencies

• Grade 12 School Certificate with a post-secondary training in administrative/clerical/front office management skills needed.
• Initiative, teamwork, and confidentiality.
• 3+ years of relevant experience working in similar position.
• Ability to respond effectively to time sensitive demands & inquiries.
• Well-organized and good skills in planning.
• Basic writing skills and the ability to manage stock books.
• Basic IT skills – i.e. use of Microsoft word, Excel.
• Working English is required.

Mode of Application:

To apply send your CV and Cover Letter to [email protected] by 17:00hrs on Tuesday July 19, 2022. No telephone inquiries. Please note that applications not meeting the above application guidelines will not be considered. Finalists will be contacted.

DAI Global LL Inc. celebrates and embraces diversity, respects cultures in which we work, and treat everyone, everywhere with professionalism and dignity. We are committed to the principle of equal employment opportunity for all its employees and encourage qualified candidates to apply irrespective of gender, nationality, religious and ethnic background, including persons with various disabilities, apply and become a part of the organization.