Administrative Assistant Right to Care Zambia

Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.

We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment.

In 2021, Right to Care Zambia was awarded a five-year project funded by USAID through the PEPFAR mechanism. The USAID Action HIV project aims to reduce HIV mortality, morbidity, and transmission by achieving the UNAIDS and PEPFAR goal of 95/95/95 HIV treatment coverage by providing comprehensive HIV Prevention, Care and Treatment maintenance services in Luapula, Northern and Muchinga provinces of Zambia. The USAID Action HIV project works closely with and in support of the Ministry of Health.

Qualifications & Experience
Minimum Required Qualifications and Experience:

• Diploma in Business Administration or any other related qualification
• Computer Literacy
• 3 years’ experience in office administration

Desirable Qualifications and Experience

• Degree in Business Administration/Purchasing & Supply or any other related qualification.
• Advanced Microsoft Office competency in Word, Excel, PowerPoint, Outlook
• Ability to communicate in English and correspond professionally in writing and verbally.
• At least 2 years’ work experience in a non-governmental organization

TECHNICAL AND BEHAVIOURAL COMPETENCIES

• Good communication skills
• Excellent computer skills
• Ability to plan and organise.
• Good interpersonal skills
• Ability to work effectively in a fast-paced environment.
• Attention to detail.

KEY PERFORMANCE AREAS

• Monitor general cleanliness of offices, motor vehicles and surroundings to ensure a clean work environment.
• Develop office filing system, both hard copies and electronic record system.
• Administer office accounts for utilities (electricity and water).
• Review & Verify Staff travel documents to ensure accurate transactions related to travel costs and names of staff travel.
• Support provincial team leads in submitting payment requisitions for approval (i.e., MOH and partners.
• Receive, consolidate district monthly travel plans, and submit them to the supervisor.
• To support the Provincial admin lead with retirement of fuel cards/ accounts and submit to Supervisors for approval.
• Supervise the service of office fire extinguishers as per manufacturer recommendation.
• To Implement Fleet Scheduling (assigning driver’s duties to programs) and carpooling for program outreach integrated services
• Support procurement of goods and services by ensuring detailed specifications are captured in the procurement plans /or requests and submit to supervisor for approval.
• Support the provincial team by loading all approved procurement requests in SAGE system for procurement team actioning.
• Submitting Travel Request Forms s and payment requests for RTCZ staff for approval and payments to finance after reviewed by supervisor.
• Ensure that provincial teams’ travelling is supported with booking accommodation and conference facilities.
• Ensure tracking of all invoices and facilitate submission to provincial procurement officer for review and onward submission for payments.
• Support the PALC is tracking provincial procurements and facilitate delivery to the users.
• Prepares and submits office supplies for review to supervisor and onward submission.
• Manage and update all stores’ records from districts and facilities to be loaded in the main inventory system, at the provincial level in files and Asset Panda
• Ensure all delivered items/goods are received in accordance with the RTC goods received SOP
• Prepare and submit monthly stores end use reports to supervisors, i.e., GRNs, Delivery Notes, facility Stock control cards and Invoices to be- loaded in asset .
• Issues and monitors appropriate use of office supplies through sending of weekly consumption reports.
• Ensure that provincial, district and facility stock cards are updated daily.
• Monitor and track stationery/office supplies stock status and recommend re-order levels to ensure the smooth timely replenishment.
• Arranges the purchase and timely distribution of office supplies.
• Ensure that all office assets are tagged and appropriately branded in accordance with grant/RTC branding policy (in consultation with supervisor, finance and Operations head office).
• Ensure that all stolen/damaged/lost assets are reported to the supervisor, and the police report obtained for insurance claim purposes
• Ensure all purchased/received office assets are updated in the assets register and reported for purposes of insurance cover.
• Participate in periodic asset verification in the office including in the facilities.
• Participate in the distribution of equipment and furniture to different facilities in the provinces.
• Administers and processes all petty cash and debit card transactions within the parameters of RTCZ policies and procedures.
• Maintain petty cash float.
• Ensure that petty cash receipts/expenses are reconciled and retired and filed both electronically and physically.
• Supervise Office Assistant, gardener and supports PALC with day-to-day supervision of motor bike riders and Drivers.

APPLICATION PROCEDURE

• Applications in the form of a cover letter and CV must be submitted to vacancy26@righttocare.org

• All applicants are required to complete an online competency assessment accessible using this link – my.assessio.com/right-to-care-administrative-assistant_chinsali
• Only applicants that complete the two steps above will be considered.

DISCLAIMER

By applying for the above-mentioned position, you consent to Right to Care to conduct qualification, ID, criminal and reference checks (internal and external) which forms part of the Company’s recruitment policy and procedure. Should you not receive a response to your application from Right to Care within one month of this advert being placed, kindly consider your application as being unsuccessful.

Applicants are required to complete all screening assessment questions and completion of competency assessment using the link provided above for the application of this position to be complete. Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process. Right to Care reserves the right to withdraw the vacancy at any time for whatever reason.

Right to Care is an equal opportunity affirmative action employer. The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities Employer, we actively encourage and welcome people with various disabilities to apply.
Right to Care Zambia is aware of fraudulent activities by certain individuals claiming to be representatives of the organization.

Be advised that Right to Care does not charge any fee at any stage of the recruitment process, and as such Right to Care Zambia assumes no responsibility for any announcements or activities by such individuals or entities.