Lead Administrative Assistant/Driver: John Snow Health Zambia Limited

John Snow Health Zambia Limited

eSCMIS Project

JOB DESCRIPTION

Job Title: Lead Administrative Assistant/Driver

Department/Unit: Administration

Location: Lusaka, Zambia

Duration:  Full-Time position

Reports to:  HR/Admin Manager

Background: 

John Snow Health Zambia (JSH-Z) with support from USAID through the eSCMIS Project will continue assisting the Government of the Republic of Zambia in the rollout of a next-generation electronic supply chain management information system (eSCMIS). The eSCMIS Project aims to increase the use of health services, decrease disease burden and increase quality of life through ensuring appropriate quantities and quality of health commodities are available at health facilities to meet patient demands. Continuing the rollout of and provision of technical support to the existing eLMIS will enable a seamless transition from the activities being done under predecessor projects. Establishing public private partnerships to promote sustainability and eSCMIS transition to the government are key objectives in Zambia during this 5-year project plan. The eSCMIS Project will work closely with and in support of the Ministry of Health.

Position Description:

JSH-Z seeks a dynamic and highly experienced candidate for the position of Lead Administrative Assistant/Driver to be based in Lusaka, Zambia. The Lead Administrative Assistant/Driver will provide support to the HR/Admin Manager in the supervision and management of the administrative assistants, transport logistics and vehicle maintenance.  The Lead Administrative Assistant/Driver will report to the HR/Admin Manager and help in achieving the project’s goals and objectives.

Roles and Responsibilities:

• Provide direct supervision to the AAs, including development of individual roles and responsibilities, definition of tasks, development and documentation of professional development plans, and conducting performance appraisals with supervisees.
• Supervise daily activities/tasks and provide AAs with work plans.
• Ensure strict adherence to safety and security rules – i.e. appropriate use of vehicles by all staff with regard to seatbelts, speed limits, vehicle booking process and movement monitoring system.
• In consultation with the HR/Admin Manager, manage the field trips and monthly activity schedules planning in collaboration with relevant departments.
• Monitor and ensure vehicles are parked by 18:00hrs in the office compound.
• Ensure that AAs carry out routine pre-operational checks on the project vehicle(s).
• Check vehicle Log books on a regular basis, ensuring that records are up-to-date.
• Reconcile the fuel account and produce fuel consumption analysis on a fortnightly basis.
• Ensure all log and maintenance sheets (originals and copies) are handed over in a timely manner to accounts at the close of each month.
• Manage daily process of fueling the vehicles, make weekly and monthly analysis of fuel consumption per vehicle and deal with any anomalies.
• Set up a routine vehicle maintenance schedule and emergency repair and ensure it is maintained/updated in a timely.
• Provide off hours transport support, including weekend pickup and drop-off of eSCMIS and consultant staff to and from the airport.
• Provide support to road accidents involving eSCMIS Project vehicles and be able to travel to accident site to provide on-site support in line with the standard JSH-Z accident procedures.
• Follow up with AAs under your supervision with regard to accounts issues, such as expense reports, cash retirements and budget preparations.
• Manage the Interpol clearance process of new vehicles, RTSA registration process, vehicle insurance, road tax licenses and other related statutory taxes and ensure timely renewal on expiry.
• Implement and adhere to JSH-Z’s personnel and fraud management policies.
• Any other tasks as may be assigned by the HR/Admin Manager or other senior staff.

Qualifications:

• Certificate/Diploma in any business related field desirable.
• Possess a valid SADC driver’s license
• At least 5 years, plus experience in fleet management and supervision
• Experience with basic financial clerical duties.
• Confident and proficient in the use of MS office (particularly word & Excel)
• Good communication / written skills
• Ability to take initiative and work in teams.
• Experience working with an NGO preferred.
• Ability to use a four wheel drive

Supervision and Reporting:

The Lead Administrative Assistant/Driver will work under the guidance and supervision of the HR/Admin Manager.

Mode of Application:

Send an application via email ONLY to [email protected]. In the subject line please indicate the position you are applying for; only those applications that reference the position in the subject line will be reviewed. Your application should consist of a cover letter and CV with three references and full addresses and contact information.

Closing Date: 31 January, 2020

Please note that you do not need to apply if you don’t meet the minimum requirements. Only candidates meeting the minimum requirements will be contacted. If you have not heard from us within 3 weeks after the closing date, kindly assume that your application was not successful.

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.