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• Company: Centre for Infectious Disease Research in Zambia (CIDRZ)
• Location: Zambia
• State: Zambia
• Job type: Full-Time
• Job category: Administrative/Secretarial Jobs in Zambia

Job Title: 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 qualification

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

Method of Application

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

CIDRZ Human Resources Director using email: [email protected]

NO HARD COPY APPLICATIONS WILL BE ACCEPTED