Administrative Assistant at FHI 360 – Zimbabwe 805 views0 applications

Project Description

 The Zimbabwe HIV Care and Treatment (ZHCT) mechanism will increase the availability and quality of care and treatment services for People Living with HIV (PLWHIV) primarily through community based interventions that complement the public sector as part of the multi-sectorial response led by the Government of Zimbabwe. ZHCT has two objectives; 1) to increase the availability of high quality comprehensive care and treatment services for PLWHIV at community level 2) to strengthen community level health systems to monitor, track and maintain PLWHIV in care.

Job Summary

Under the direction of the Finance and Admin Officer, the Administrative Assistant will be responsible for the provision of administrative, procurement and logistical services to the office.

• Assists the Finance and Admin Officer in arranging travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups.
• Handles all photocopying assignments, development and reproduction of documents for the office.
• Supports the Provincial and Administrative Assistants in the implementation of procurement policy and systems for FHI 360 procurement, including storage and delivery.
• Assist in tendering, evaluation, placement and monitoring of procurements.
• Reviews and assists in the development of specifications, terms and schedules. Compares bids received and presents recommendations on purchases to supervisor
• Supports the Finance and Admin Officer in the maintenance of an efficient records inventory and storage of all office supplies.
• Performs periodic physical inventory and reconciles with inventory records. Assists in determining proper inventory levels, ordering points, and ordering quantities.
• Acts as a receptionist: answers the telephones in an appropriate, clear and friendly manner, takes and relays messages or forwards calls, greets and directs office visitors, receives/sends correspondence, keeps fax log and any correspondence.
• Performs office equipment tasks such as making needed arrangement for services for telephone and obtaining quotations for required services, arranging for repairs of office equipment.
• Supports the planning, coordination and allocation of office space in consultation with relevant parties.
• Supports the process of ordering and stocking of office supplies such as stationery, drinking water, and other utilities to support office operations.
• Ensures appropriate tagging of office equipment, furniture and fittings.
• Oversees the upkeep, rehabilitation and maintenance of the entire office facility, and assigns and verifies completion of all repairs, replacement, renovation projects of FHI 360 facilities and equipment and ensures quality of work.
• Recording minutes for weekly and departmental meetings.
• Distributes mail and freight services, both domestic and international, and general site operations support.
• Performs any other duties as assigned.

Qualifications

Knowledge, skills and abilities:

• Knowledge of general office practices, procurement, maintenance and administrative procedures.
• Report to supervisor on variances and status on regular basis.
• Resourceful in gathering and providing information.
• Excellent written, oral, interpersonal and organization skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
• Well-developed computer skills, including knowledge of Microsoft office products.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Interpersonal Savvy – Is approachable and puts people at ease, building and nurturing relationships. Manages relationships with peers, bosses, reports and clients equally well.

  Qualifications and requirements:

• HND /Degree in Accounting/Business Studies or recognized equivalent
• At least one year experience in office administration and procurement
• Secretarial experience/qualifications will be an added advantage
• Experience with large complex organization is required, familiarity with international NGOs preferred

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.