Regional Administrative Assistant-  ZHI

Type of Contract: Fixed Term Contract

About

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organisation which is registered as a Trust under the Zimbabwe Deeds Registries Act (Chapter 20:05). ZHI’s mission is to develop and deliver innovative and sustainable high impact integrated health interventions with local communities while working with and strengthening existing institutions. Zimbabwe Heath Interventions (ZHI) is seeking applications for a Regional Administrative Assistant for an anticipated USAID/PEPFAR supported five-year DREAMS project in Zimbabwe. The focus of the project will be to Prevent new HIV infections among adolescent girls and young women (AGYW) using the Determined, Resilient, Empowered, AIDS-Free, Mentored and Safe (DREAMS) approach. Recruitment is contingent upon successful award of the project.

Basic function

The Regional Administrative Assistant will work closely with the Administrative Officer and the Regional Coordinator. He/she will be responsible for the provision of administrative, procurement, and logistical services to the regional Offices.

Job description

Arranges travel logistics for field office staff, consultants and training participants including hotel reservations; Handles all photocopying assignments, development and reproduction of documents for the field offices; Handles all petty cash payments for ZHI projects and ensure compliance with policies and procedures; Keeps and issues fuel cards to drivers and reconciles fuel usage; Submits monthly fuel usage and motor vehicle reports for the provincial and district offices; Supports the Admin Officer in the implementation of procurement policy and systems for ZHI procurement at field office level, including storage and delivery; Supports the provincial offices in the maintenance of an efficient records inventory and storage of all office supplies; Receives and reviews all inventory and stock records for district offices under the region; Maintains asset registers for provincial & district offices and handles all asset counts for district offices; Records minutes of staff meetings and circulates same amongst the staff of the zone; 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; Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment; Supports the process of ordering and stocking of office supplies such as stationery, drinking water, and other utilities to support office operations; Distributes mail and freight services, both domestic and international, and general site operations support; Performs any other duties as assigned.

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; Excellent interpersonal skills.

Qualifications and experience

Degree in Accounting, Business Administration, relevant Diploma, or recognised equivalent; At least 2 years of administrative support experience; Proven experience in general administration, procurement, asset management and events coordination; Must have exceptional organizational, analytical and troubleshooting skills as well as the ability to multi-task and to prioritize tasks; Excellent oral and written communication skills; Strong proficiency in MS Excel, PowerPoint and Word.