Administrative Assistant

Title: Assistant Administration Officer

Supervisor: Senior Administration Officer

Location: Lusaka

Contract Duration : 6 Months

About FHI 360:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are looking to fill

Basic Function:

Under the Supervision of the Senior Administration Officer, the Assistant Administration Officer will support the FHI 360 Country Office. S/he will work with the Senior Administration Officer and be responsible for providing administrative and secretarial support to the projects and office transport logistics.

Duties and responsibilities:

The Administration Officer will support Country Office  activities as follows:

1. Provide secretarial support (word processing, production of reports and documents, filing, minute taking) as assigned.

Assist in the management with the filing system and coordinate with IT for electronic filing of reports.  The AA is responsible for the management of the Public drive, to make it easily accessible for all staff. Assist the Supervisor and relevant staff in making appointments and logistical arrangements for meetings. Custodian of petty cash and be responsible for its effective disbursement and timely reimbursement. Take minutes of management and staff meetings and arrange dissemination.  The AA will also ensure that proper records of minutes are maintained and are easily accessible. Update database of partners and stakeholders regularly and post on Public drive for all staff to access information easily. Assist the Supervisor and relevant staff in arranging travel logistics staff, consultants, and visiting staff, including hotel arrangements, airport and hotel pick-ups, etc. The AA will be responsible for the follow up and collection of signed trip reports and update the travel matrix in a timely manner.   The AA will also ensure that the quarterly travel plan for the PO is maintained and updated and is strictly adhered to. Assist the Supervisor and relevant staff in the maintenance of an efficient records/storage of all office supplies, including anticipating needs for re-stocking. Perform other duties as assigned.

Qualifications and requirements:

• Post- secondary Diploma in administration or any relevant field.
• Minimum of 3-5 years of relevant experience in administration and procurement
• Preferably Prior experience working in a donor-funded or business environment and/or familiarity with USAID rules is a plus.
• Experience must reflect the knowledge, skills and abilities listed above

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties.

The last day of receiving applications is June 30,2021

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.