Administration Assistant Development Alternatives Incorporated (DAI)

SCOPE OF WORK
USAID LOCAL IMPACT GOVERNANCE PROJECT
ADMINISTRATIVE ASSISTANT GRADE 3

Activity Overview:

The five-year (2020-2025) USAID Local Impact Governance Activity (Local Impact) helps Zambia build up a sub-national system of governance for devolved service delivery more responsive to citizen needs. The program engages national and sub-national authorities to expand the capabilities of district-level governance bodies to deliver sustainable development outcomes, increase effective citizen and private-sector involvement in development planning and monitoring, and improve public financial management and domestic revenue generation.

The activity works toward three objectives:

• Objective 1: Citizens improve their collective skills to effectively assess service-delivery needs and performance and constructively engage with government.
• Objective 2: The sub-national governance system becomes more responsive to citizen needs, generates, and accountably expends revenue, and improves service-delivery outcomes.
• Objective 3: The program generates learning and facilitates problem solving that supports the development of an effective, financially viable sub-national governance system for devolved services, capable of being scaled up throughout Zambia.

Purpose:

The Administrative Assistant is responsible for helping in general office management including receiving visitors and office administrative support, logistics, administration, and procurement support including stationery & supplies, coordination and bookings of flights and accommodation, meeting logistics, repair, and maintenance of office equipment, etc. He/She will be responsible for providing administrative support to project staff to ensure efficient operation of the office.

Principal Duties and Responsibilities

• Supports program activities, meetings, events and workshops, with the preparation of communications and training materials and logistics, and other administrative support
• Ensure services are fulfilled in accordance with contractual obligations and the provision of contracted services such as security, garbage collection etc.
• Manage office filing system, organize and store paperwork, documents and computer-based information.
• Administers the in-office stock of stationery and office supplies and ensures prudent use of supplies in Lusaka office.
• Assists with the booking and management of team travel and accommodation for non-programmatic events and requests:
• Manages office reception area and welcome of visitors
• Assist the Finance and Administration Manager in the management of the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required.
• Responsible for effective management of Petty Cash.
• Ensure timely opening and securely locking offices as well as all electrical appliances are switched off.
• Ensure timely Compiling of all utility and other bills for payments.
• Inspects goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods;
• Disburse training stationery for all trainings taking place within and out of the office;

Other Duties

• Provides leave of absence cover for staff as required
• Escalates any issues to his/her supervisor immediately
• Performs any other duties as assigned

Place of Performance and Reporting

• The position will be based in the Local Impact Provincial Office will report to the Provincial Manager and Secondary Supervision by the Finance and Administration Manager

Minimum Education Qualifications, Experience and Competencies:

• Diploma or Certificate in Administration, Secretarial, or any relevant qualification.
• Initiative, teamwork and confidentiality.
• 2+ years of relevant experience working in similar position.
• Ability to respond effectively to time sensitive demands & inquiries.
• Well-organized and good skills in planning.
• Basic writing skills and the ability to manage stock books.
• Basic IT skills – i.e., use of Microsoft word, Excel.
• Working English is required.