Administrative Assistant x2 Centre for Infectious Disease Research in Zambia (CIDRZ)

Reports to Project Manager. The incumbent will provide administrative and logistical support required. S/he will act as an administrative/logistical liaison between the Project, Finance and Procurement Departments. S/he will be responsible for tracking requests office supplies.

Main duties

• Provides secretarial assistance and type office documents with accuracy, proper formatting and neatness
• Manages mail, updates contact lists  and distributes meeting minutes timely.
• Ensures strict confidentiality
• Is responsible for logistical travel arrangements [flight reservations, hotel reservations, per-diem requests] both local and international.
• Is responsible for requesting, dispensing and retiring petty cash in a timely manner
• Schedules appointments; communicate with program teams to coordinate request applications for program initiatives, and their implementation.
• Orders/buys/manages office supplies
• Works together with the Program teams to collect quotes and other procurement related activities
• 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.
• Pro actively liaises with coordinators when problems arise, and come up with possible solutions
• Communicates professionally and pro actively with CIDRZ external stakeholders
• Sends out invitations, request funds, organize all other logistical matters for trainings and workshops as required
• Prepare periodic reports and documents as required
• Follows-up with other staff on program matters requiring timely decisions and actions

Qualifications

• Grade 12 Certificate
• Diploma in Business Studies
• At least 2 years relevant admin work experience working in an office environment
• Excellent interpersonal and communication skills
• Proficient Microsoft office programs
• Accuracy/eye for detail and ability to work under minimum supervision
• Ability to work with deadlines, can independently prioritize work and has a positive attitude as team player