Receptionist/Office Clerk

Southern Africa Seed Trade Project

SCOPE OF WORK

Position: Receptionist/Office Clerk

Background

The Seed Trade Project is a five-year project funded through USAID/Southern Africa and implemented by DAI with a primary goal of improving the availability of and access to high quality seed in the SADC countries. It is designed to support SADC and member states’ leadership and provide the necessary technical assistance for harmonizing policies and regulations governing seed trade in the region. The work facilitates seed trade across the region, integrating small and isolated national markets into one larger SADC-wide market for seeds. While the primarily focus is on Zambia, Mozambique, Malawi and Zimbabwe, many regional project activities benefits all 16 SADC Member.

Purpose

The Receptionist/Office Clerk will be responsible for receiving visitors and office administrative support. He/she will be responsible for the following:

Responsibilities

• Write correspondence and other clerical writing duties as required, including photocopying, scanning, filing; and manage incoming correspondence according to project policies
• Provide administrative support to program activities and project operations
• Prepare for all meetings in the project office, and manage the office reception area, perform reception duties, and receive visitors in a professional and efficient manner
• Be the point of contact for office maintenance, the landlord, and other office contracts such as cleaning and security
• Manage stock of office consumables and stationary
• Manage bookings and use of the project vehicle, booking additional vehicle support as required
• Manages diary for conference room booking for meetings, training and others
• Elevate all operational and administrative issues immediately to the Operations Specialist and/or their delegate
• Work with the Program Assistant to assist in busy times, or during leave/absence, with support to the Chief of Party, event/training planning and participant communications
• Demonstrate a warm, friendly and cooperative attitude with visitors and team members
•  Perform other duties as assigned by the Operations Specialist

Place of Performance and Reporting

• The Receptionist/Office Clerk will be based in the Seed Trade Project’s main office in Lusaka, Zambia and will report to the Operations Specialist.
• There may be some travel to project activities to support management of these activities. Project activities generally take place in, but are not limited to, Zambia, Mozambique, Malawi, Zimbabwe and South Africa.

Qualifications:

• Legal residency status in Zambia is required
• At least three years of experience in administration and clerical work
• At least a certificate in Secretary/Administration, Public Relations or any related field
• Proficiency in Microsoft Office programs to at least intermediate level Word and Excel
• Experience with USAID development programs is an advantage
• Excellent attention to detail
• Strong communication skills
• Strong writing abilities
• Fluency in English is required.

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