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Administrative Assistant x2 AIDS Healthcare Foundation

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Founded in 1987, AIDS Healthcare Foundation is one of largest specialized provider of HIV/AIDS medical care in the nation. Our mission is to provide cutting edge medicine and advocacy, regardless of ability to pay. Through our healthcare centers, pharmacies, health plan, research and other activities, AHF provides access to the latest HIV treatments for all who need them.

The AIDS Healthcare Foundation (AHF) Zambia invites applications from suitably qualified persons to fill the under listed position:

Job Title: ADMINISTRATIVE ASSISTANT 

Southern- Choma

Northern-Kitwe

The Administrative Assistant ensures the efficient management of administrative services of the organization and this includes the day-to-day general administration and secretarial support to the Regional office. The Administrative Assistant provides administrative support to the outreach team and staff in the supported sites ensures financial and accounting services according to the organization’s official prescripts.

Essential Duties and Responsibilities:

Include the following. Other duties may be assigned:

Responsible for planning, development and implementation of all operational aspects of the program /health delivery systems;

Ensure prompt maintenance of equipment including cars for the outreach team and teams working in AHF supported sites

Tracks inventory of equipment allocated to the RTP, outreach and supported sites

Ensure prompt remittance of all registrations and taxes for outreach programs

With guidance and support from the accounting firm and Operations Manager, arrange for insurance of all properties, and all capital items for the outreach, RTP and supported sites

Undertake in the correct recording and processing of procurement requests, orders, deliveries, invoices, receipts and payments according to AHF’s financial prescripts

Ensures the filing, storage and security of documents in a retrievable manner according to AHF guidelines

Manages the leave management system including the support sites

Ensure timely submission of time sheets, leave forms and distribution of monthly payslips to all staff including those in the AHF supported sites

Coordinates and schedules appointments, meetings, visits with outside stakeholders in a timely manner

Prepares letters, memos for external stakeholders

Maintain adequate stocks, hospitality and office supplies for the respective teams

Ensure correct recording and filing of travel log books and review them in a timely manner

Administer and manage petty cash according to the official finance prescripts

Makes travel arrangements, reservations/bookings/ car rentals for all staff

Any other duties as assigned.

Participation in AHF Meetings/Committees

General Staff Meeting

Other Committee Meetings as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience:

Diploma in Administration and Secretarial Studies from a recognized tertiary institution.

Strong secretarial and administrative skills

Computer skills including proficiency with MS Word, Excel, Access and Power Point

Minimum of three years relevant work experience

Language Skills

This position requires someone who is conversant with the local languages and cultures in the region including the following attributes:

Ability to read, analyze, and interpret common correspondence and communications

Ability to respond to common inquiries from customers and regulatory agencies

Ability to effectively present information to team members in a clear and concise manner

Fluency in English

Excellent interpersonal, organizational and management skills

Excellent note taking and typing skills

Ability to work in a team

Mathematical Skills:

Basic Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent to draw and interpret figures.

Reasoning Ability:

Decision-making and problem solving in complex situations;

Must possess the ability to work under pressure and meet deadlines

Other Skills & Abilities:

Sensitivity to issues surrounding HIV and AIDS.

Interested candidates meeting the above stated qualifications and attributes are required to submit their applications with the following documents; Curriculum Vitae with Three (3) traceable Referees, Academics and Professional Qualifications, Full Registration with relevant Professional Bodies where applicable.

Applicants should provide valid phone numbers for easy communication. Applications should be clearly marked in the Email Subject line with the position being applied for.

Only shortlisted candidates will be contacted.

To apply for this job email your details to apply@jobsportal-career.com
Closing Date : 25th February , 2022.

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