People in Need Administrative Assistant Jobs in Zambia
People in Need Administrative Assistant Jobs in Zambia
Description of the Role
Responsibilities:
• Arranging appropriate accommodation and transport for PIN’s guests and staff;
• Office and event management;
• Responsible for proper running of the office in terms of cleanliness, supplies, monitoring of consumables;
• Support maintenance of vehicle logbooks;
• Procurement tasks as delegated by the Logistician – receive/submit purchase requests, collect quotations, conduct market surveys;
• Transportation – arranging transportation of personnel’s, materials to field operations, preparation of movement’s plans, rent of vehicles, taxi etc;
• Support stock and assets management including regular monitoring and updating of inventories and tracking;
• Ensures smooth running of the office (equipment, water, electricity, internet, cleanliness, supplies etc)
• Deal with administrative requirements connected with PIN’s work
• Conducts procurement as needed respecting PIN’s internal processes
• Manages stock with project materials
• Deal with administrative requirements connected with PIN’s work.
• Responsible for PIN Zambia cash box in Lusaka;
• Maintenance of cash payments (payment of advances, advance clearance, reimbursement of project related expenses) with supervision from FO;
• Maintenance of Lusaka cash register- regular updates and cash inventories (Fridays & month end);
• Checking of bill/invoice correctness – dates, amounts, suppliers, clarity, descriptions, signatures before handing over to FO to upload to ELO;
• Sorting, scanning, filling of PIN FIN/Admin forms;
• Making payment to PIN stakeholders
• Encoding daily transactions, bookkeeping, regularly reconciling cash books;
• Providing support to the office for mail collection and deliveries.
• Maintenance of cash payments (payment of advances, advance clearance, reimbursement of project related expenses) with supervision from FO
• Maintenance of Navision cash register – regular updates and cash inventories (Fridays & month end)
• Responsibility for PIN cash box
• Checking of bill/invoice correctness – dates, amounts, suppliers, clarity, descriptions, signatures before handing over to FO to upload on ELO
• Sorting, scanning, filing
• Making payment to PIN stakeholders with proper documentation
• Encoding daily transactions in Navision, bookkeeping, regularly reconcile cash books
• Any other tasks assigned by line manager
Note: All the above key responsibilities are for guidance purpose only. Specific and detailed job responsibilities would form part of the job contract of the applicant selected for the position. People In Need (PIN) does not grant settling-in allowance.
Person Specific Requirements
Work Experience and Knowledge
• Experience in similar position
• Knowledge of Zambian regulations for financial processes
• Ability of record keeping
• Experience in office management is an advantage
• Experience in logistics is an advantage
• Excellent IT skills, in particular Word, Excel and email is a must; knowledge of any finance software is an advantage
• Fluent in written and spoken English
• Highly organized, reliable, honest, dynamic and self-motivated, ability to work under high pressure and prioritize tasks
• Willing to learn and grow within the organization
Education
• Full grade 12 certificate
• Diploma/Degree in finance, banking, office administration or related field
How to Apply
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