Admin Assistant

Website Operations Eyesight Zambia

International NGO dealing with Eye Health

ABOUT OPERATION EYESIGHT UNIVERSAL

Operation Eyesight Universal is a 60-year-old international development organization working to prevent blindness and restore sight. Based in Calgary, Canada, Operation Eyesight works collaboratively with partner hospitals in Bangladesh, India and Nepal in South Asia, and in the African countries of Ethiopia, Ghana, Kenya, Liberia, Malawi and Zambia, to develop strategic plans that ultimately will achieve quality, comprehensive, sustainable eye health care services.

Operation Eyesight Zambia is looking for an experienced Admin Assistant to be based in Lusaka, Zambia to support Admin and  programmes team to promote avoidable blindness-free communities/regions in line with Operation Eyesight’s global strategy

Job Purpose

To provide efficient administration services and support including finance for Operation Eyesight Zambia to ensure smooth and effective functioning of the country office

Key Accountabilities

  1. Provide administrative support to the programme team.
  2. Manage the front office.
  3. Manage office fleet.
  4. Manage office inventory

Organization

The position of Admin Assistant reports to the Finance and Admin Manager and works collaboratively with programmes staff to ensure support is provided for smooth running of the office operations

PRIMARY RESPONSIBILITIES

Accounts

  • Assist to track all training programs & workshops attended by staff to keep a record for training data, Monthly Reports
  • Process payments for participants during training or any other event organized by OEZ.
    Reconcile fuel and vehicle mileage on monthly basis.
  • Managing office petty cash
  • Ensure all office assets and goods are regularly updated in the inventory management and that items are in good working order.
  • Manage programme logistics including venue and participants logistics.
  • Assist to track all training programs & workshops attended by staff to keep a record for training data, Monthly Reports

Administration

  • Ensure that all OEU vendors (cleaning, security, refuse collection) have valid contracts and perform duties according to agreement.
  • Manage the reception area ensuring that all visitors are treated with politeness.
  • Ensure that the office has an efficient and systematic filing system of all documents as per OEU guidelines.
  • Manage office inventory and ensure stores is well maintained.
  • Ensure that the office premises are well maintained and fully functional.
  • Manage the procurement of programme and office requisitions, maintaining stock records and distribution lists.
  • Ensure vehicles are clean and serviced on regular basis.
  • Make booking and travel arrangements for OEU staff and visitors.
  • And any other office duties as may be assigned from time to time.

Working Conditions and Job Requirements

  • Extended working hours to accommodate head office hours or work.

APPLICATION PROCESS

Please submit a CV  with a  cover letter, including the names of three referees (including a current or most recent employer).

Applications should be sent by e-mail to the following address, and clearly specify the job title – Admin Assistant

Email to send applications: [email protected]

Application deadline: 14th  June 2024

Only shortlisted candidates will be communicated to.

To apply for this job email your details to musondaA@operationeyesight.com


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