Operations Assistant Pact

Pact Overview

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 – year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Department Overview
Pact seeks a highly qualified Operations Assistant to work on the five-year USAID/Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030.

The activity will be delivered through three main components namely:

1. Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.
2. Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services; and
3. Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of the activity.

Key Responsibilities:

1. Reception, Security, and Administration:

• Welcome and greet visitors, clients, and employees in a friendly and professional manner.
• Maintain a clean and organized reception area.
• Monitor and enforce security protocols to ensure the safety of employees, visitors, and company assets.
• Assist in maintaining organized asset, fleet, insurance and other operational records, files, and databases.
• Manage incoming and outgoing correspondence, including emails and phone calls.
• Coordinate schedules, appointments, and meetings for the technical, operations and logistics team.
• Provide general administrative support to the technical, operations and logistics teams.

2. Petty Cash and Finance support

• Maintain and replenish the petty cash fund in accordance with established procedures.
• Record all petty cash transactions accurately and promptly.
• Verify receipts and ensure they adhere to company policies before reimbursing expenses.
• Prepare periodic reports detailing petty cash expenditures.
• Act as a point of contact for petty cash-related queries and support colleagues with financial inquiries.

3. Asset and Inventory Management:

• Support the Logistics Assistant with tracking of company assets, equipment, and inventory levels.
• Assist with updating the asset register to ensure an accurate and real-time status of office furniture, equipment, and office supplies
• Assist in ordering and restocking office supplies as required.
• Coordinate asset maintenance and repairs in collaboration with IT and facility-based teams.

4. Event Coordination:

• Assist in planning and executing company events, workshops, and meetings.
• Coordinate logistics for events, including venue booking, catering, equipment setup, and attendee management.
• Collaborate with various departments to ensure seamless event execution.

5. Clean Work Environment:

• Collaborate with landlord/property owner and cleaning service company to ensure a clean and organized workspace.
• Monitor and report any issues related to cleanliness and maintenance.
• Participate in initiatives to promote a hygienic and organized work environment.

Qualifications and Skills:

• Advanced diploma or equivalent; associate’s or bachelor’s degree preferred.
• 3 – 5 years proven experience in administrative, logistics, or operations roles.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Detail-oriented with a keen eye for accuracy.
• Ability to multitask and work efficiently under pressure.
• Familiarity with inventory management software and tools is a plus.
• Problem-solving skills and the ability to adapt to changing situations.
• Team player with a positive attitude.