Administrative Assistant

Centre for Infectious Disease Research in Zambia (CIDRZ)

Reports to Project Manager. 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
  • 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
Suitably qualified candidates are invited to apply; however only shortlisted candidates will be contacted.
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