Centre for Infectious Disease Research in Zambia Administrative Assistant Jobs

Job Details:

Administrative Assistant Ref No. AD/SD/23/07/20

Reports to District Coordinator.

The incumbent provides administrative and financial support required by the respective teams, acts as administrative/logistical liaison between the teams, facilities, finance, grants, and procurement departments.

Tracks administrative, financial requests, quotations and location of equipment and other relevant administrative/logistical tasks. . .

Main Duties

• Provides dynamic and proactive administrative support to the Provincial and District staff and Community Team members.

• Liaises with all team members to coordinate request of activity funds according to draw down schedule and according to approved budget.

• Processes and submits all expense requests as per the stipulated submission procedures as well as follow up the process proactively.

• Manages accurately office petty cash, prepares receipts and expenditure statements for submission to Finance and ensures timely retirements of activity funds.

• Facilitates procurement and availability of all required office supplies

• Ensures Office Utilities such as electricity are paid for timeously

• Tracks program expenses and supports tracking of approved regional budget.

• Maintains an active log system on all logistics orders and deliveries

• Maintains a good hard & soft copy filing system on all program correspondence and other documentation.

• Maintains a good stock

and inventory management of onsite and offsite CIDRZ assets.

• Coordinates travel plans of the teams and help to plan/organize travel arrangements accordingly, with good communication of all parties involved

• Coordinates transport routing and drivers in line with CIDRZ transport policies Follows-up with other staff on program matters requiring timely decisions and actions

• Manages and organizes program events such as: trainings, meetings, retreats, team building activities, etc.

• Schedules and prepares for meetings and take minutes as requested

• Ensures Office premises are maintained in good order

Qualifications

• Diploma in Business Administration or relevant equivalent

• At least 2 years’ relevant work experience working in an office environment and program support

• Ability to understand and utilize systems (e.g. ERP System)

• Planning and Organisational Skills

• Proven competency in MS Office Programs

• Excellent interpersonal and intercultural communication skills

• Accurate and attentive to detail

• Ability to work under pressure and meet deadlines

• A commitment to teamwork and ability to work individually

How to Apply

Suitably qualified candidates are invited to apply; however only shortlisted candidates will be contacted. Please send application letter and detailed CV quoting Reference Number and day-time telephone number to:

CIDRZ Human Resources Director using email:

jobs@cidrz.org

NO HARD COPY APPLICATIONS WILL BE ACCEPTED

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