Administrative Assistant to Chief of Party and Deputy Chief of Party

TopFloorZambia TopFloor Limited

Complete Solutions for Human Capital

Our client, an NGO that works to support the creation of an enabling environment that incentivizes productive investments in trade, agriculture, energy, eco-tourism and sustainable natural resource management, is looking for an Administrative Assistant to Chief of Party and Deputy Chief of Party to join their team on a contract basis. The Administrative Assistant to Chief of Party and Deputy Chief of Party will be responsible for providing comprehensive administrative support, ensuring the smooth operation of daily activities, handling a variety of tasks to support the executives, including clerical work, meeting coordination, travel arrangements, stakeholder communications, English document writing, and logistical support.

Key Tasks and Responsibilities:

Clerical and Administrative Support:

  • Perform general clerical duties including photocopying, scanning, mailing, and filing.
  • Upload documents and make requisitions on the internal data base.
  • Manage and maintain executives’ schedules, including calendar updates and appointment scheduling.

Meeting Coordination:

  • Schedule and coordinate meetings for the CoP, DCoP.
  • Prepare and distribute minutes of staff, CoP, and DCoP meetings accordingly and as needed.
  • Ensure meeting rooms are prepared and equipped for various meetings.
  • Keep track of the notice board to inform boardroom(s) use and support to arrange meetings based on meeting reservations and details provided.

Visitor Reception:

  • Receive and greet visitors, notify concerned staff, and ensure they are attended to promptly and professionally.

Travel Arrangements:

  • Arrange and coordinate travel plans for the CoP and DCoP, including booking flights, accommodation, and transport.
  • Ensure all travel arrangements align with DT Global policies.

Communication and Correspondence:

  • Draft and handle letters, emails, and other correspondence as directed by the CoP and DCoP.
  • Manage all requests and communications from the executives.
  • Draft letters and communications to stakeholders as needed.

Stakeholder Management:

  • Maintain an updated staff contact list and a database of all key stakeholders Ministries, Departments and Agencies, USAID and other Cooperating partners and ensure it is up to date.
  • Keep track of, and flag any articles posted in newspapers or social media and/or broadcasted on radio or tv related to the projects mandate.

Logistical Support:

  • Schedule and manage transport requests for the CoP, DCoP.
  • Ensure all logistical arrangements for meetings and events are in place.

Miscellaneous Duties:

  • Assist in the preparation, writing, reviewing, and management of documents, presentations, reports, and project deliverables for the CoP and DCoP Executives.
  • Handle any other tasks as assigned by the CoP and DCoP to ensure the efficient running of the office and its mandate.

Desired Skills, Qualifications and Experience:

  • A degree in BAEd, Business Administration or related field is desired
  • Proven experience as an administrative assistant or in a similar administrative role.
  • Excellent organizational and time management skills.
  • Strong English written and verbal communication abilities.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and adobe.
  • Ability to handle confidential information with discretion.
  • Strong interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
  • Detail-oriented and able to multitask effectively.
  • Ability to self-manage and highly motivated.
  • Previous experience working in an international development organization or a similar environment or international donor funded organization.
  • Familiarity with USAID operations and policies.
  • Standard office environment with occasional need for flexible working hours.

Global Core Competencies:

  • Teamwork: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust, and commitment.
  • Communication: Effectively conveys information and expresses thoughts professionally Demonstrates effective use of skills and displays openness to other people’s ideas and thoughts.
  • Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
  • Customer/Client Focused: Anticipates, monitors, and meets the needs of customers and responds to them in an appropriate and responsive manner.
  • Diversity and Inclusion: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.
  • Professionalism: Displays appropriate and ethical behavior, integrity, and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal

How to Apply
Please visit our job portal to apply before 11th July, 2024. Only shortlisted candidates will be contacted.

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