Administrative Assistant and Receptionist

Company background:

SoCha (a portmanteau of Social and Change) is an independent Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke solutions to social challenges. Since our inception in 2010, we have grown into a fully-fledged ME&L services firm that specializes in advancing innovative methodologies and changing the way donors find solutions to social problems.

Activity background:

USAID/Zambia has a diverse portfolio with programs in the following areas: Health (HIV/AIDS, Maternal and Child Health, Family Planning and Reproductive Health, Water Supply and Sanitation, Nutrition, Malaria, Tuberculosis); Education (basic education and early child development); Economic growth (Agriculture policy support, private sector, economic opportunity, energy, environment, global climate change, wildlife conservation, energy); and Democracy and Governance (rule of law and human rights, good governance, political environment and consensus building, civil society).

The Zambia Monitoring, Evaluation and Learning (MEL) Platform (Z-MELP) mechanisms is an implementing mechanism which gives the mission access to technical and advisory services to design and carry out specialized multiple, third-party, MEL tasks including practices, processes, and requirements that support Program Cycle implementation.

Responsibilities:

1. Administrative Assistant

• Support the finance, operations and technical teams as required
• Work closely with the HR /Operations and Logistics/Admin Specialists to provide operational support to all project activities.
• Support operations and technical teams by scanning documents and providing copies in a timely manner.
• Maintain project files and assist with office management
• Information Management –maintain office filing systems; maintain library resources; take, prepare, and distribute minutes from meetings.
• Meeting, Travel, and Schedule Management – assist the HR/Ops Specialist to manage these office functions
• Support procurement actions of office supplies and materials (e.g., for workshops) and ensure an adequate supply of office materials (paper, toner, stationary, cleaning substances, toiletries etc.) for the day-to-day running of the office.
• Conference and Workshop Coordination – Coordinate as needed with the ESP main office conferences, workshops and training sessions.
• Assist staff with overflow work including word processing, data entry and internet research tasks.

2. Receptionist

• Provide welcoming environment to visitors to the project office, as the first point of contact.
• Communications Management – Handle calls, mail, and electronic communications; compose and type correspondence; and interface as appropriate to parties passing through or using the project office.
• Route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
• Conference and Workshop Coordination support
• Manage courier and deliveries to the office in a timely manner
• Oversee bookings of office space and arrange for related needs
• Assist staff with overflow work including word processing, data entry and internet research tasks.

Qualifications

• English language proficiency,
• Strong communication and interpersonal skills, and the ability to work effectively in a team environment
• Excellent coordination skills with attention to detail, accuracy and timeliness
• Bachelor’s degree is preferred.
• At least two (2) years of relevant experience working on donor-funded projects in a related administrative role, preferably USAID projects.
• Excellent working knowledge of MS Word and Excel.
• Familiarity with USAID policies and procedures.
• Demonstrated initiative and self-motivation in performing assigned tasks.