Administrative Assistant

Employment Opportunity

Save the Children is an international Non-Governmental organization operating in many parts of Zambia. It is one of the partners that are responding to the refugee crisis from DRC where 15,000 left DRC to seek refuge in Zambia. Save the Children is providing education support and Child Protection support to children who have no access to education and are also traumatized in many ways. Therefore, Save the Children Nchelenge Office, is looking for a dynamic and self-motivated person to take up the role of;

Job Title: Administrative Assistant
Duty Station: Nchelenge
Reports to: Refugee Programme Manager

Role purpose:

The following will be his/her deliverables;

  • Recording all details of orders (placed/outstanding/completed) and to ensure that the orders can be traced from quotation to final delivery including all relevant documentation to evidence cost allocations and authorisation.
  • Sourcing of quotations from local and international suppliers/ service providers.
  • Checking of all invoices and Goods Received Notes to ensure they tally with Purchase Orders of goods before forwarding them to finance for payment.
  • Follow-ups on outstanding purchase orders with suppliers.
  • Attending to queries from suppliers on orders and payments.
  • Responsible for correct utilisation and allocation of vehicles across the programme.
  • Responsible for Analyse and check fleet data on running costs, utilisation and recharging.
  • Ensure all vehicles are regularly serviced and maintained in line with manufacturers recommendations and warranty requirements.
  • Responsible for managing the fuel account as well as service contracts.
  • Responsible for ensuring that assets are kept in good condition and maintained accordingly.
  • Responsible for maintaining the Inventory and asset registers
  • Up to date and accurate stock records linking all stocks to the donor and project they belong to.
  • Responsible for putting up systems for monitoring stock movements and supporting documentation are in place.
  • Support activities such as (paying of utility bills, rented accommodation, and internet subscription amongst others passenger flights, communications airtime inter alia.
  • Making payments by following the laid down procedure
  • Compile lists of beneficiaries and payment schedules for volunteers and casual workers
  • Be ready to work beyond normal hours
  • Any other duties as assigned by the Supervisor

Personal attributes

  • Should be accountable, ambitious, collaborative, creative and of good integrity
  • Child safeguarding principles to be upheld.

Qualifications and Skills

  • Diploma/Certificate in business administration or relevant discipline or equivalent relevant work experience
  • 3+ years’ experience in an office administration, logistics and security preferably in a multi-cultural environment
  • Prior experience in meeting/event planning or travel logistics
  • Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines.
  • Computer literate: Windows, Excel, etc

Please send only your handwritten application letter clearly stating the position in the subject line with a detailed CV indicating 3 traceable referees, one of whom should have been direct supervisor, through email to:  [email protected]  or  [email protected]

The closing date for receipt of applications is  26th July, 2018 . Only short listed candidates will be notified. Save the Children being a Child Safeguarding organization reserves the right to check (through references) that candidates being considered are suitable to work with Children. Candidates residing in Nchelenge are also encouraged to apply.

Save the Children reserves the right to re-advertise if suitable applicants are not found.

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