Jobs in Zambia and Zimbabwe

Room to Read Zambai Job: Office Assistant

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Room to Read seeks to transform the lives of millions of children in developing countries by focusing on literacy and gender equality in education. Working in collaboration with local communities, partner organizations and governments, we develop literacy skills and a habit of reading among primary school children, and support girls to complete secondary school with the relevant life skills to succeed in school and beyond.

We are looking to fill a vacant position of  OFFICE ASSISTANT –  COUNTRY OFFICE

Position Overview

The office assistant position will assist room to read’s management team in carrying out all administrative initiatives. The position will provide general help as and when required by members of Room to Read Zambia country/district offices. The office assistant position will assist and report to the administrative Officer. Primary responsibilities include assisting in maintaining all aspects of the organization’s administrative initiatives. The position will have regular interactions with all staff.

Roles and Responsibilities:

  • Handle the reception areas including handling incoming calls and attending to visitors.
  • Initiate and process the Country Office and district office related procurement and prepare necessary documentation related to the purchase based on the requisitions.
  • Set up and maintain an efficient Country and Field office filling system and make sure all outgoing and incomings documents are placed in appropriate files.
  • Carry out all the wear and tear of the office building and office equipment as and when needed and maintain a clean, safe and professional working environment in the country office
  • Create and update all official forms and documentation and perform basic clerical tasks
  • Keep all RtR office equipment in good working condition and regularly serviced, maintained and repaired
  • Sort and distribute incoming and outgoing materials and mail and ensure collection of mail from the post office on a regularly basis.
  • Hold and ensure all office/vehicle keys are locked up and kept safely
  • Attend to all emergencies (i.e. first aid) and delegate in emergency situations
  • Check and verify the log books and fuel consumption for all Room to Read motor vehicles/bikes, and compile accurate mileage data and enter on the monthly management report schedule for submission to Administrative Officer.
  • Be a focal person for organizing and for logistic support for country office meetings.
  • Ensure that you coordinate the full functionality of Room to Read offices at all times (e.g. electricity, utilities, internet, plumbing, pest control, insurance, office set-up and security services).
  • Provide logistic service to all staff members like ticket booking, hotel arrangement, travel insurance, visa applications, program related travel/transportation, or any other logistics,
  • Be a custodian and handle petty cash fund disbursement
  • Manage and reconcile telephone bills on a monthly basis
  • Check and verify fuel consumption and reconcile/replenish the fuel account on a monthly basis
  • Perform any other duties delegated by Administrative Officer.

Qualifications Required

  • Advanced Diploma in Business/Office administration
  • Grade 12 or equivalent.
  • Minimum 4 years relevant experience
  • High level of financial and numerical skills
  • Strong organizational skills with good attention to details
  • Have a very high level of personal, professional integrity
  • Strong verbal and written communication skills in English
  • Proven track record of achieving results

Critical Attributes

  • High energy level, comfortable performing multi-skilled day-to-day activities,
  • Ability to get along with diverse personalities, tactful, mature, flexible
  • Good reasoning abilities, Sound judgment
  • Good communication skills,
  • Resourceful and well organized
  • Results and people oriented, but have sound judgment ability to balance other business considerations. Service oriented but assertive/persuasive.

To be successful as a member of the Room to Read team, you will also:

  • Have a passion for our mission and a strong desire to impact an up-and-coming non-profit organization
  • Have a very high level of personal and professional integrity and trustworthiness
  • Have a strong work ethic and require minimal direction
  • Work well independently as well as part of a team
  • Thrive in a fast-paced and fun environment

How to Apply

Please forward your application and detailed CV to: [email protected]  before or on 29th October 2015.

Please note that only shortlisted applicants will be contacted.