JSI Research and Training Institute, Inc. (JSI) is public health organization that is committed to improving the health and
well-being of undeserved and vulnerable people and
communities throughout the world, and to providing an
environment where people of passion and commitment can
pursue this cause.
JSI seeks highly qualified and
accomplished public health leaders and staff for its United
States Agency for International Development (USAID)-funded
District Coverage of Health Services (USAID DISCOVER-Health
) Project. The five-year USAID DISCOVER-Health project aims
to improve the lives of Zambians by ensuring equitable
access to and use of high-quality HIV, maternal new-born
and child health (MNCH), family planning and reproductive
health (FP/RH) services and products at the district and
community levels. The project utilizes and sustains a health
model that maximizes the relative strengths of the public
and private sectors to deliver health products and services
that reach all beneficiaries and consumer markets. JSI is recruiting for the following position:
Position: Administrative Assistant
Reports to: The Hub Manager (Dotted reporting line to Regional Finance Manager )
Location: Lusaka (1 position), Ndola (1 position) and Kitwe (1 position)
Job Purpose:
• Reporting to the Hub Manager, the Administrative Assistant will execute USAID DISCOVER-Hcalth administrativc functions including assisting with project logistics, procurement of
supplies, organizing and coordinating administrative
arrangements, performing clerical tasks and maintaining
clear and detailed records as needed to assist the USAID DISCOVER-Heallh project and staff to operate efficiently and
effectively. Further, the Administrative Assistant will from
time to time be required to manage the office of the Hub
Manager including; handling incoming calls, visitor
welcoming and any other tasks assigned by the Hub
Manager.
Duties:
• Providing Logistics/Administrative support, booking of hotel
venues, accommodation for meetings and workshops and
prepare/organize meeting and workshop materials.
• Responsible for maintaining accurate up-to-date stock
records and implementing strict stock control system for all
USAID DISCOVER-Health inventory including office supplies,
stationery & consumables and ensure that procurement
requests for replenishment are made in a timely
manner.
• Assist in obtaining quotations, compiling and analyzing cost
information and data to assist in the selection of vendors
including preferred vendors for stationary supplies, services,
and hotels and update information periodically.
• Maintain database of preferred hotels, lodges and venues
obtaining feedback from project staff to keep information
current and updated.
• Circulate to staff periodically.
• Arrange and prepare documents and supervise the
photocopying and printing of materials for the project as
required.
• Facilitate International travel arrangements for USAID
DISCOVER-Health staff as required.
• Maintain and distribute up-to-date directory of USAID
DISCOVER-Health staff and partner contact information for
the Hub and ultimately the project.
• Assist with fleet management including daily dispatch.
• Management of courier services and maintenance of
records for invoice process.
• Project phone management of all Hub staff lines.
• Responsible for taking staff minutes at all staff meetings.
• Assist in maintaining a filing system for all Project administrative and technical files for the Hub.
• Tracking and ensuring that all hotel invoices related to the hub are settled on time.
• Maintain and update in liaison with HR, Hub staff leave
schedule.
• Assist where required with site assessments and general site
maintenance.
• Maintain Hub Petty cash and ensure correct and on time
retirement.
• Supervise the Hub Office Assistance and maintenance staff.
Qualifications/Requirements
• Minimum qualification required is a diploma in Business
Administration or office management.
• Minimum 3 years’ experience in a similar office
administrative position.
• Demonstrated ability to manage time and perform to strict
deadlines.
• Excellent computer skills required: including excellent word
processing skills and experience with MS Word. Experience
with Excel spreadsheets also preferred.
• Good interpersonal, teamwork, and supervisory skills.
• Good writing and organizational skills.
• Exhibit friendly and helpful demeanor at all times given the high level of interaction with partners and clients.
Please send e-mail applications to: jobs_discoverh@zm.jsi.com and hardcopy applications, with the position clearly marked on the envelope, to:
The Project Director,
USAID DISCOVER-Health Project. Incito
III,
Plot 4S/D/REM-3A/377 Warthog Road,
Kabulonga,
P.O Box S118S,
Lusaka,
Zambia.
Please be advised that only short-listed candidates will be contacted.
Closing date: Friday 23rd February, 2018.
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