Administrative Officer

Vacancy title:
Administrative Officer

[ Type: FULL TIME , Industry: Health Care , Category: Admin & Office ]

Jobs at:

Diligent Health Initiatives Limited

Deadline of this Job:
Wednesday, May 15 2024

Duty Station:
Within Zambia , Lusaka, South – Central Africa

JOB DETAILS:
The Administrative Assistant will support the SILM, PM, GM, AFM and FM to ensure that all administrative tasks are managed with high fidelity and quality and in accordance with DHI policy and respective donor rules and regulations.

Roles and Responsibilities
• To maintain all general DHI documentation, including E-filing

• Coordinate activities, correspondence, and communication for the DHI Corporate and project office
  • Providing Logistics/Administrative support for DHI offices, booking of hotel venues, accommodation for meetings and workshops, and preparing/organizing meeting and workshop materials
  • Maintaining accurate up-to-date stock records and implementing a strict stock control system for all DHI inventory including office supplies, stationery & consumables, and ensuring that procurement requests for replenishments are made in a timely manner
  • Assist in obtaining quotations, compiling and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationary, supplies, outside services, and update information periodically
  • Maintain a database of preferred hotels, lodges, and venues obtaining feedback from project staff to keep information current and updated
  • Manage the Accommodation and Invoice tracker
  • Arrange and prepare documents and supervise the photocopying and printing of materials for the project as required
  • Facilitate both local & international travel arrangements for DHI staff as required
  • Maintain and distribute an up-to-date directory of DHI staff and stakeholder contact information
  • Provide assistance with the collection of invoices for onward processing of payments in line with the Budget
  • Supervise the management of the front desk and welcome all visitors to DHI
  • Support visitors to the project with office support facilities;
  • Maintain and coordinate meetings and staff minutes
  • Maintain a schedule of mail and documents and visitor records
  • Carry out any other administrative work assigned by the supervisor

  Position Competencies, skills and qualifications
  • Diploma in Business Administration or equivalent
  • At least 3 years in an administration or similar role
  • Experience with various donor rules and regulations
  • Excellent verbal and written English
  • Proven record of systems strengthening and internal controls
  • Strong client-oriented service inclination and exemplary interpersonal skills
  • Proficiency in Microsoft Word and Excel required
  • Strong initiative and self-motivation required, with a commitment to teamwork
  • Demonstrated ability to manage time and perform to a strict deadline
  Supervision and Reporting
  The AO will report to the IT and Admin Manager

  Work Hours: 8

  Experience in Months: 36

  Level of Education: Postgraduate Degree

Interested candidates should send their CVs