Administrative Assistant/Receptionist job in Zambia

Pact began working in Zambia in 2015 to reduce new HIV infections in the country. While Zambia has made considerable strides in slowing the spread of HIV, its prevalence rate remains one of the highest in the world, and the number of people living with HIV continues to grow. Pact is taking a multifaceted approach to the problem. Focusing on high-risk groups, we’re using radio, television and other kinds of outreach and education to boost HIV awareness, change risky behavior and increase the use of HIV services.

Administrative Assistant/Receptionist

Position summary
Included, but not limit to, are the following duties: Coordination and support to office, issuing purchase orders, managing time sheets; the controlling of all property leases ensuring that termination clauses are adhered to; the purchase and maintenance of office equipment; receiving visitors, receive and screens calls and make travel arrangements.

Core Values

• All people have a right to participate in decisions affecting their lives
  • Gender equity is mandatory for social transformation
  • Resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
  • Diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
  • Teamwork and collaboration shape our day-to-day working relationships
  • Innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
  • Gathering and sharing information are primary roles for all employees
  • Staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
  • A healthy balance between work and life outside of work must be maintained for work satisfaction and fulfilment

Key performance areas

• Administration
  • People management
  • Representation and relationships

Specific duties

Administration

• Manage the front desk (answer phone calls, process mail and receive visitors)
  • Carry out general office operation and administrative support tasks
  • Provide logistical support to programme functions such as workshops, trainings and field visits
  • Arrange appointments as requested by Senior Management
  • Make travel arrangements and accommodations bookings for all Pact staff for local and foreign travel
  • Accurately prepare Internal General Requisitions with supporting documents for all Pact
  • Ensure that office if kept clean and provides a safe, healthy and conducive environment for Pact staff to be productive in their work
  • Ensure office equipment is in good working order arranging for service and maintenance as required
  • Maintain Pact Zambia’s asset register
  • Assist with procurement in accordance with Pact policy
  • Maintain records of equipment and stocks of consumables stored in the office
  • Ensure all financial transactions made before and during trainings including disbursement of allowances and any reimbursements are done so accurately and in accordance with Pact policies.
  • Liaise with the Landlord and contracted Security Company to ensure that adequate security measures are in place to safeguard staff and pact property.
  • Maintain all general office files (electronic and paper-based)

People management

• Work effectively with finance, Programme and any other staff to promote the effectiveness and efficiency of Pact’s work
  • Work effectively with Pact’s Headquarters responding to requests as required
  • Make arrangements for foreign visitors to Pact Zambia

Representation and relationships

• Maintain good relations with suppliers and service providers
  • Promote Pact’s work and strengthen engagement with our partners, office visitors and other stakeholders.

Qualifications

• Strong verbal and written in communication skills in both English and local language
  • Good Computer skills (MS Office)
  • Holder of a relevant diploma in Human Resource Management, Business Administration or similar field is desirable but not essential

Other job requirements

• At least 2 years’ experience working in an administration in a busy office environment
  • Good people management and interpersonal skills able to lead and motivate others
  • Demonstrates impeccable integrity and business standards with previous clean track record of handling cash transactions
  • Well organised with an eye for detail.
  • A self-starter who is well organised with completer finisher attributes
  • Good time management with the ability to perform and prioritize multiple tasks
  • Outgoing and hospitable. Proven ability to build and maintain relationships with a wide range of people
  • Passionate about serving others

How to apply

• Title the email subject with your position of interest
• Save your maximum three pages Curriculum Vitae with your last name and “CV”e.g. “Mulenga – CV” before attaching to email
• Save your one page Cover Letter with your last name and the words “Cover letter” e.g. “Mulenga – Cover letter” before attaching to email

Send your Curriculum Vitae and Cover letter to [email protected]

Pact reserves the right to disqualify any application that does not comply with the instructions above. Only emailed applications will be accepted and please do not send your certificates. Only shortlisted candidates will be contacted.

Closing date: 8^th January, 2016