Human Resource and Administration Assistant Amref Health Africa Zambia

Human Resource and Administration Assistant (Ref/2021/12/004)

Main purpose of the job

• The HR and Administration Assistant will work under the supervision of the Human Resource and Administration Manager to provide support to the HR and Administration function and all functions including secretarial, logistical assistance and other project administrative support to ensure efficient office operations

Specific Key Responsibilities:

• Focal point for People and Culture issues such as conducting interviews, disciplinary matters, ensure that new staff have all relevant documents in their personal files
• Conducting administrative orientation of new staff and ensuring policy documents are signed annually.
• Administering staff benefit schemes including Group Medical, Group Pension and Group Life Insurance, ensuring timely renewal of the same
• Providing support to newly international staff with administrative formalities related to their accreditations and security issues
• Manage all confidential files especially in areas of personnel and finance
• Preparing for and Management of Board Meetings
• Manage and timely update the country office Asset Register in the ERP system, ensuring that it is maintained in line with the office’s guidelines
• Ensure that all office property is duly insured and that all claims are timely processed
• Overseeing facility management which includes regular review of the status of all office infrastructure
• Organization and booking of programme functions including meeting, workshops, trainings and any other business forums
• ·Manage contracts with service providers including management of the office mobile phones, preparation of monthly telephone allocation
• Supervising and Maintain office supply inventories
• Replenishment of stock items
• Providing support and guidance to the internal procurement committee
• Negotiate preferential rates with regular suppliers of key product services; e.g. hotels, airlines to obtain competitive discounts.
• Support procurement of goods & services and ensure that the organisation has adequate office supplies
• Ensure accountable, timely and cost effective delivery of supplies as per requested by staff members
• Ensuring all purchases have the required documents: purchase requisition, bid analysis and purchase order
• Assist in the preparation of procurement plans
• Solicit quotations from vendors  according to approved threshold  values  from suppliers;
• Prepare price analysis before submission to head of unit for approval / recommendations
• Receiving goods and check for specification with the user / technical personnel;
• Issue the goods to the users and submit the complete documents to the finance for process payments.
• Maintain update data base of vendors; and
• Assist in the preparation of procurement reports.

Requirements and Qualifications

• A minimum of Diploma in Business Administration/Human Resource Management or related field
• Possession of a Bachelor’s Degree qualification will be an added advantage
• Minimum of two years of experience in similar capacity in a busy organization.
• Strong Analytical skills
• High Quality work
• Timelines in meeting deadlines
• Team work