Administrative Assistant Heifer International Zambia

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Function

The Administrative Assistant is responsible for overseeing general aspects of the Country office and support Field Offices Project procurement, logistics and admin operations, asset management, facility management, service contracts and fleet management. and will be responsible for reporting and accountable, establishing and maintaining communications between program offices, and performing administrative tasks as assigned.  He/she will implement and develop procedures which promote administrative and financial discipline to meet organizational goals as well as maintaining strong resources management controls as they relate to the project, while assisting with some Agresso tasks.

ESSENTIAL CHARACTER TRAITS

Detail-oriented, collaborative, communicates clearly, organized, deadline-oriented, level-headed, positive nature.
RESPONSIBILITIES & DELIVERABLES

A. Administrative Support (30%)
Manage communications – act as first point of call for all external communications including general email, and telephone enquiries.
Handling all incoming and outgoing correspondences.
Take charge of the PBX machine and recording of all outgoing phone calls.
Maintain the project calendar as appropriate.
Monitor/replenish office supplies as needed.
Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence, for internal and external usage for the Project.

B. Meetings and event coordination (20%)
Manage all International and domestic travel, including partner and prospect meetings and conferences for teams.
Ensure that the reception room is arranged for meetings and also support in organizing staff meetings, workshops, seminars and learning events.
Coordinate room setup, refreshments, decor, and other necessary logistics.
Prepare and distribute agendas and meeting materials.
Record minutes for meetings and events.

C. Establish & manage Admin documentation and database systems and stores (15%).

Assist with High-quality monthly reports written and shared with the supervisor.
Maintain project legal documents
Create and maintain files of program reports and other documents
Ensure that a proper filing system is in place within the project office and that the project documents and records are properly maintained
Create, maintain and update a database for project engagements
Support running of sate light AI bank acknowledging receipt of funds from AI technicians towards replenishing of the bank.
Ensure the store is effectively managed with clear records of receipts of items and distributions made.
Assist others with use of various office equipment, software programs and filling incoming projects documents on their respective files.

D. Logistics (10%)

Prepare bookings and travel arrangements for staff and visitors.
Coordinate project staff travel, including partner and prospect meetings and conferences for teams,
Assign and manage vehicle allocations as needed.
Verification of vehicle mileages and log books.

E. Procurement (20%)
Assist staff when required with creating clear and understandable purchase requests and other documentation.
Collect quotations and bids from vendors for Purchase Requests as requested – as per Heifer International Zambia standards and formats.
Interact with vendors during collection of quotations as per the Heifer International Zambia guidelines.
Ensure fair competition and strict adherence to Heifer International Zambia procurement rules regarding vendor relations.
Maintain up to date Heifer International Zambia Procurement data management system.
Ensure the required documentation of supplies and transactions are completed to Heifer International Zambia standards.

F. Perform other duties as assigned (5%)
Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.
Minimum Requirements
Bachelor’s degree plus three (3) years of related experience.
Most Critical Proficiencies
Excellent organizational and time management skills.
Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Exemplary customer care and administrative skills.
Strong problem-solving skills.
Strong English language skills – oral and written.
Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
Excellent keyboarding skills.
Essential Job Functions and Physical Demands
May require constant sitting, working at a computer for extended periods of time.
Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
Ability to operate all standard office equipment including copiers, scanners, fax machines and printers.
Ability to establish priorities, achieve deadlines and make sound judgments.
Ability to perform as an effective team member and work cooperatively with a diverse staff.
Ability to work independently and perform multiple tasks with minimal supervision.
Constant telephone, face-to-face and electronic communication with colleagues and the public.
Ability to maintain confidentiality and to work with minimal supervision.