Administrative Assistant

ActionAid Zambia (AAZ) is part of the ActionAid Global (AAG) Federation, sharing common values and aims to drive social change towards a just, equitable and sustainable world. AAZ works with the marginalized, excluded women and young people, their organizations and social movements to address the structural causes of social injustice, gender inequality and poverty.

ActionAid Zambia has the following vacancies for experienced and suitably qualified Zambians to fill these positions:

Job Purpose

The Administration Assistant will be an integral part of the Youth Team within ActionAid and will be based at the Global Platform  Lusaka Zambia. Global Platform Zambia is a centre for youth empowerment and activism and the home of the ActionAid Youth Team.

The platform is a regional hub for Southern Africa reaching out to youth from Zambia, Zimbabwe and Mozambique, with its base in Lusaka, Zambia. And its aim is to facilitate capacity development of young women and men in issues concerning them particularly related to governance and gender. The capacity development hub will further provide support to strengthen the space for youth dialogue.

Reporting to the Programmes Manager Youth, the reception and administration assistant will be the face of the organisations customer services and will successfully coordinate efficient operational and administration tasks at the Global Platform to ensure we are offering the public high-quality services.

Key Responsibilities

1. Administration

a. Welcome, sign-in and support guests visiting the Global Platform

b. Attend to inquiries and general requests from the public by phone, email and walk-in customers

c. Take bookings for room hire, equipment and training among other things

d. Prepare weekly Activity sheets for the team to help coordinate activities

e. Provide relevant support to the Global Platform team i.e. (the Trainers, the Chef, the cleaners and the gardeners) to ensure the GP is well functioning

f. Responsible for Checking-in participants at the start and check them out at the end of course

g. Provide duties that arrive to support the team – taking minutes, data entry

h. Oversee all volunteers and their workload

i. Capturing all booking and activities in the Global Platform Monitoring system – Podio.

2. Finance

a. Provide back-up to the finance team on petty cash and cash payments from clients if needed.

3. Procurement and Maintenance Management

a. Ensure a positive and creative diaogue with suppliers

b. Establishing and keeping an updated file of approved vendors

c. Carry out procurement of goods and services for the global platform in line with the ActionAid laid down procedures ActionAid running smoothly.

d. Responsible for all Stores management of all cleaning and office materials

e. Supervise all maintenance issues that arise at the GP and ensure they are handled effectively.

4. Youth Board Liaison

a. organize and coordinate board meetings and update management

5. Health and Safety

a. Ensure the implementation of the AAZ health and safety policy

b. Ensure the GP have strong system in place around security

6. Other Areas

a. Attending and actively participating in weekly team meetings

b. Contribute to the development of annual objectives and work plan

c. Following all organizational policies specifically financial, gender and child protection.

QUALIFICATIONS AND EXPERIENCE

• Minimum Diploma in Business Administration or relevant discipline
• At least one year in a similar environment

KNOWLEDGE AND SKILLS

• Strong Communication skills
• Commitment to youth led development
• Diary Management
• Events Coordination
• Procurement
• Face to face , phone and email customer relations
• Attention to detail and accuracy
• Health and safety
• Board Liaison
• Record keeping , filling system management
• Understanding of the vision and mission of AAZ and Strategic Plan
• Understanding the AAZ manuals
• Understanding and adherence to the Child Protection policy, Security policy, Anti-sexual Harassment policy, HR and Administrative policy and other key global and local policies
• Understanding of the Performance Management process.
• Understanding of the AAZ procurement process.

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