Office Assistant Millennium Partners Zambia

MILLENNIUM PARTNERS ZAMBIA (MPZ)
Vacancy Title: Office Assistant
Duty Station: Lusaka, Zambia
Application Deadline: Friday August 2nd 2024
Job Type: Full Time

Overview
Millennium Partners Zambia (MPZ) is seeking applications for an Office Assistant on the Zambia Accelerating Transparency and Integrity (ZATI). The Office Assistant will support supplies management, administration and logistics of ZATI activities in Zambia. The Office Assistant will report to the Finance and Administration Director and work closely with other Activity team members. The position requires sound knowledge and skills in supplies management, administration and logistics.

Background
Corruption is a significant problem in many sectors in Zambia, which adversely affects government finances, social services, health and many aspects of development. It is the subject of a new government-wide anti-corruption program and a top national priority. Under the USAID Global Accountability Program / Strengthening National Architectures to Counter Corruption (GAP/SNA) Activity, the Zambia Accelerating Transparency and Integrity (ZATI) Tasking aims to diminish the weaknesses that allow corruption to flourish and improve the enabling environment for countering systemic corruption. ZATI is working to ensure well-coordinated efforts for sustainable change, working hand-in-hand with targeted government counterparts, key civil society, and private sector actors to strengthen and expand the capacity and resilience of country systems to prevent, detect, and disrupt corruption, and to improve the ability to apply these approaches to high-risk sectors.

The objectives of ZATI are:

1. Strengthen central GRZ anti-corruption institutional processes and policies.

• Strengthen institutional accountability and integrity in the health sector.
• Strengthen institutional accountability and integrity in natural resources.

2. Strengthen collaboration among anti-corruption actors.

Key Duties and Responsibilities:

Supplies Management:

• Update and manage the assets/inventory registers.
• Monitor and ensure adequate office supplies including stationery, toner, and paper.
• Check and refill the water dispenser as needed.
• Make requests for the procurement of office supplies and follow up on requisitions.
• Purchasing of office supplies

Administrative and Logistics Support:

• Manage the office front desk
• Welcome visitors, assist and direct them to relevant offices
• Send Request for Quotations (RFQs) to vendors and keep track of their responses.
• Conduct vendor vetting, eg SAM search
• Receive deliveries, log them, and distribute them accordingly.
• Maintain and update the master calendar on Outlook to ensure all meetings and events are captured accurately.
• Support meetings by ensuring attendees are seated, necessary conferencing equipment is connected, and refreshments are provided
• Coordinate scheduling for meeting rooms to avoid double bookings.
• Report and coordinate requests for office maintenance needs.
• Arrange hotel, vehicle, and meeting venue bookings as required.
• Coordinate team transportation needs effectively.
• Attend team meetings as needed
• Provide word processing and secretarial support (typing, photocopying, scanning, filling) as needed
• Perform other duties as assigned by the Finance and Administration Director

Reporting: The Office Assistant will report to the Finance and Administration Director.

Qualifications:

• Bachelor’s degree
• Minimum of 3 years of experience as an Office Assistant or related post such as administrative management, executive secretariat, or project management in non-governmental organizations, civil society organizations, etc, preferably in anti-corruption, governance, health, or natural resources sectors.
• Experience working with Microsoft Word, Excel and remote teams and communicating using Skype, WhatsApp, Zoom, or other communication platforms
• Extremely organized
• Excellent command of the Microsoft suite (Word, Excel, PowerPoint) and project management software
• Strong communication, written, and interpersonal skills
• Ability to interact professionally with others
• Fluency in English; knowledge of local languages is an advantage.
• Zambian nationals preferred