Office Assistant

Job Reference Number: ZCCM-51
Department: Human Resource & Admin
Industry: Admin/Office Support
Job Type: Permanent
Positions Available: 1
Salary: Market Related

Job Description

1.JOB PURPOSE

To provide support to the Administrative Officer in smooth functioning of the office environment. This position involves a wide range of administrative tasks, clerical, stores duties, and general office support.

2. KEY RESPONSIBILITIES:
2.1 Provide administrative assistance to various departments, including data entry, filing, photocopying, and document preparation.
2.2 Monitor and maintain office supplies inventory, place orders, and ensure cost-effective purchasing.
2.3 Sort and distribute incoming mail, prepare outgoing mail and packages, and coordinate courier services.
2.4 Maintain organized and up-to-date records and files, both physical and electronic.
2.5 Assist in preparing meeting materials, setting up conference rooms, and providing logistical support for meetings.
2.6 Assist in making travel arrangements, including booking flights, hotels, and transportation as needed.
2.7 Ensure the offices, kitchens, boardrooms are cleaned, organized, and presentable, and report any maintenance issues promptly.
2.8 Supervision of cleaning services suppliers’ employees to monitor compliance with the term of contract and service level agreement.
2.9 Accurately enter and update data in spreadsheets or databases as required.
2.10 Handle sensitive information and documents with discretion and maintain strict confidentiality.
2.11 Any other duties as assigned to you from time to time such as Front Desk Reception duties in the absence of the incumbent to greet visitors, answer incoming calls, and direct them to the appropriate personnel or departments.

Job Requirements

QUALIFICATIONS, KNOWLEDGE AND SKILLS:
General Certificate of Education (GCE) or Equivalent with Credits or Better in Five Subjects, Mathematics and English Included

Certificate in a relevant field, proven exposure to stores management, administrative support & customer service in a busy and complex work environment, in a similar position is an added advantage

Skills and competencies:
Technical 
Basic Computer skills (Microsoft word/ Excel/ PowerPoint, Outlook)
Stores management
Behavioural 
Customer service
Attention to Detail
Initiative

* Submission of required Qualifications, INCLUDING  (GCE) or Equivalent is mandatory. Failure to which, your application WILL NOT  be considered. You are advised to upload your qualifications in a single file.
Applications clearly marked ‘OFFICE ASSISTANT’ together with copies of certificates and a detailed curriculum vitae should reach the undersigned not later than Thursday 13th February 2025. Applications should be addressed to the Chief Human Resource & Administration Officer.