Administrative Assistant Full Time

Position Title:            Administrative Assistant

Location:                    Lusaka

Supervisor:                Senior Administrative Officer

Basic Function:

The Administrative Assistant will be responsible for providing administrative and secretarial support to the staff of the Country Office.  The AA will be responsible for the office transport logistics.

Duties and responsibilities:

Provide secretarial support (word processing, production of reports and documents, filing, etc) for staff, as assigned.  Assist in the management of the central filing system and coordinate with IT for electronic filing of reports.  The AA is responsible for the management of the Public drive, to make it easily accessible for all staff. Assist the Supervisor and relevant staff in making appointments and logistical arrangements for meetings. Custodian of petty cash and be responsible for its effective disbursement and timely reimbursement. Take minutes of management and staff meetings and arrange dissemination.  The AA will also ensure that proper records of minutes are maintained and are easily accessible. Update database of partners and stakeholders regularly and post on Public drive for all staff to access information easily. Assist the Supervisor and relevant staff in arranging travel logistics for staff, consultants, and visiting staff, including hotel arrangements, airport and hotel pick-ups, etc. The AA will be responsible for the follow up and collection of signed trip reports and update the travel matrix in a timely manner.   The AA will also ensure that the quarterly travel plan for the PO is maintained and updated and is strictly adhered to. Assist the Supervisor and relevant staff in the maintenance of an efficient records/storage of all office supplies, including anticipating needs for re-stocking. Perform other duties as assigned.

Qualifications and requirements:

Successful candidate will have Post- secondary Diploma, apprentice certificate in secretarial or computer studies and a minimum of 3-5 years of related experience, preferably in a donor-funded or business environment.  Prior experience working with and/or familiarity with USAID is a plus.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.