Centre for Infectious Disease Research in Zambia Administrative Assistant Jobs

Centre for Infectious Disease Research in Zambia Administrative Assistant Jobs


Job Details:

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

    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

    How to Apply

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

  • CIDRZ Human Resources Director using email:

  • jobs@cidrz.org

    NO HARD COPY APPLICATIONS WILL BE ACCEPTED

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