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Administrative Assistant at Amref Health Africa In Zambia

Administrative Assistant at Amref Health Africa In Zambia

Administrative Assistant

  • Full Time
  • Lusaka, Zambia
  •  June 28, 2019

WebsiteAmref Health Africa In Zambia

Lasting Health Change for Africa

Amref Health Africa is an International non-governmental organization founded in 1957 as flying doctors of East Africa to provide critical health care to remote communities in East Africa and has since grown to become the main African based international organization working in health development. AMREF is currently implementing more than 140 programmes and projects through its offices in Eastern, Western and Southern regions of Africa. AMREF’s vision is for “lasting health Change for Africa”. Its mission is to ensure that every African can enjoy the right to good health by helping to create a vibrant network of informed communities that work with empowered health care providers in strong health systems. We believe the power to transform Africa’s health lies within its communities. AMREF-Zambia is inviting applications from suitably qualified, motivated, hardworking and enthusiastic individuals to fill the vacant under the following position in its Zambia Country Office:

1 x Administrative Assistant

Basic function of the Job:

To provide support to the Finance & Administration function including secretarial and logistical assistance, travel, procurement and other project administrative support to ensure efficient operations, including scheduling and coordinating meetings and events.

Duties and Responsibilities;

Responsibilities will include, but not limited to the following:

  1. Assist with management and coordination of official travel and vehicles including scheduled vehicle maintenance, fuelling, processing and reconciling fuel replenishment and expenditure.
  2. Assist with developing a filling system including maintenance, retrieval of electronic and hard copy documents.
  3. Act as first contact to handle requests for information and data from stakeholders.
  4. Assist with resolving administrative queries and inquiries and handle correspondence.
  5. Schedule and coordinate meetings, appointment, travels and arrangements for managers or supervisors.
  6. Prepare agendas for meetings, prepare schedules  and record, compile, transcribe and distribute minutes of meetings
  7. Coordinate maintenance of office equipment and ensure timely settlement of monthly utility bills for water, electricity and Internet
  8. Solicit quotations from vendors  according to approved threshold  values  from suppliers;
  9. Prepare price analysis before submission to head of unit for approval / recommendations;
  10. Prepare purchase requisition forms and submit for approval at different levels.
  11. Prepare Local Purchasing Order for approval and ordering of selected goods/services;
  12. Assist in the preparation of procurement reports and Maintain up to date Data Base of Vendors

Qualifications, experience and key competencies required:

  • Holder of Advanced Diploma in Procurement / Business Administration from recognized institution
  • Minimum of 3 years demonstrated administrative / procurement experience in a busy organization, preferably International NGO’s.
  • Proficiency in Application packages, those with ability to use ERP Software have a great advantage
  • Effective written and verbal communication skills.
  • A high level of attention to detail.
  • Ability to work effectively within a team and independently.
  • Competency in Microsoft applications including Word, Excel, and Outlook.
  • Good organization skills.

If you meet the above requirements, deliver your application letters (Clearly indicating the title of the position being applied for in the e-mail address subject line), up-to-date CV with 3 traceable referees to the following address: [email protected]

Applications received later than 17:00hrs on 28th June, 2019, will not be considered. Selection Interview’s to be conducted week beginning 8th July 2019.

Only shortlisted candidates will be acknowledged

“AMREF – Zambia is an Equal Opportunities Employer”

To apply for this job email your details to [email protected]

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