New Job Vacancy at Diocese of Chipata – Caritas Chipata: Project Administrative Officer – GIZ Fanser Project

About The Organization

Caritas Chipata is a faith based organization, established by the Catholic Diocese of Chipata to promote integral human development, economic justice, human dignity and empowerment of the less privileged in the society. Caritas Chipata envisions an Eastern province where people are able to move out of poverty and create sustainable livelihoods for themselves as a result of improved policies, structures and services, increased participation by local people and accountable leaders who work for the common good. To obtain this Caritas Chipata has two strategic programs:

1. Catholic Commission for Development (CCD)
2. Catholic Commission for Justice & Peace (CCJP)

The Organisation seeks to employ qualified persons to fill the following positions;

Position Title: Project Administrative Officer – GIZ Fanser Project

Specific duties and responsibilities include the following:

1. Fleet management and asset administration to ensure that the best value is achieved from these assets through effective repairs and maintenance platform to manage costs of running the project and providing administrative support to the project staff.

This includes the following responsibilities –

•  Providing counseling on policies and procedures to project staff.
• Deal with office security.
• Liaison with government offices and other stakeholders on administrative issues.
• Assist in planning and budgeting for the project.
• Ensure that Time Sheets are submitted by all employees and summarised and submitted to Administration by 22nd of every month.
• Administrative supervision to project staff.
• Check Inventory Ledger every month end and conduct quarterly physical counts.
• Ensure that Requisitions for office facilities and programs are drawn and have the right attachments.
• To ensure that three quotations are collected for each purchase.
• Ensure that cheques are distributed to the suppliers of services and material and that all acquittal documents are obtained and sent to accounts office.
• Ensure that fuel coupons are raised and authorized by the Project Administrative Officer.
• To collect fuel statements and coupons drawn, summarised and sent to the accounts office for reimbursement.
• Ensure that offices are clean and the environment is conducive for employees to operate in.
• Attend to Auditors queries on issues concerning administration and provide necessary documents and Information when requested upon.

Other Key Requirements

• Observe Caritas Agency-wide competencies, including integrity, honesty and the strict respect of confidentiality in all business matters; ensure respect for other staff members, regardless of cultural, religious and ethnic differences.
• Understand the organogram structure and adhere to principles such as the respect for the supervisory chain of command and reasonable delegation. Foster a spirit of collaboration and teamwork.
• Work with partners in a respectful manner in the performance of their duties.

Knowledge, Skills and Abilities:

• Knowledge of modern office practices, time management, and procedures, including business correspondence, record keeping and filing systems, and office equipment.
• Ability to communicate with others other/all staff members in a manner consistent with the essential job functions.
  Ability to develop clear and comprehensive correspondences.
• Ability to use word processing, spreadsheet and other required software applications on personal computer.
• Ability to meet and communicate with the public and staff using tact and poise.
• Ability to maintain confidentiality, use good judgment and sensitivity.
• Good communication abilities both verbally and in writing and by phone.

Qualifications

• A minimum of 2 years Working experience in Administration.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• Grade 12 certificate with a Diploma/Degree in management or other related fields.
• Ability to work both independently and as a team·
• Interpersonal skills, both oral and written, to communicate effectively with employees.

Address your applications to;

[email protected] or

The Director
Caritas Chipata
Box 510124
Chipata.

Deadline for submitting applications is 27th July 2018.