Administrative Assistant

Title

Administrative Assistant

Location

Harare

Type of Contract

Fixed Term Contract

Deadline

23/09/2022 (Expired)

About

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organization 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.

The Determined, Resilient, Empowered, AIDS-free, Mentored, and Safe women (DREAMS) Program aims to prevent new HIV infections and reduce vulnerability among OVC, OVC caregivers and Adolescent Girls and Young Women (AGYW) in Zimbabwe. The DREAMS program is being implemented in priority high HIV burden districts in Zimbabwe. ZHI’s primary role is to deliver a comprehensive curriculum on HIV prevention, gender norms and social asset building targeted at AGYW in school, out of school and their sexual partners at community level. ZHI’s core thrust in the DREAMS Program is to keep girls and young women HIV Free through supporting them to; Stay in school; Prevent early pregnancies; Prevent sexual violence; Access Post violence care; Reduce child marriage. DREAMS provides a comprehensive, multi-sectoral package of core interventions to address key factors that make girls and young women particularly vulnerable to HIV. These include structural factors, such as gender-based violence, exclusion from economic opportunities, and a lack of access to secondary school. DREAMS layers multiple interventions at once so that AGYW are surrounded with critical support to keep them safe from HIV and other risks.

Basic Function

Under the direction of the Administrative Officer, the Administrative Assistant will be responsible for the provision of administrative, procurement, and logistical services to the office.

Job Description

Assists the Administrative Officer in arranging travel logistics for field office staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups; Handles all photocopying assignments, development and reproduction of documents for the field office; Handles all payments for ZHI projects and ensure compliance with policies and procedures; Supports the Administrative Officer in the implementation of procurement policy and systems for ZHI procurement at field office level, including storage and delivery; Assists in the development of specifications, terms and schedules. Compares bids received and presents recommendations on purchases to supervisor; Supports in the maintenance of an efficient records inventory and storage of all office supplies; 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 as and when required; Performs 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.

Qualifications and experience

A relevant Diploma/ Degree in Administration, Business Management or any 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; Excellent interpersonal skills.

Application Procedures

Step 1: click here to complete the job application form.
Step 2: Submit your CV and application letter via email to recruitment@zhi.co.zw clearly indicating the position you are applying for on the subject of the email.

During the application process, ZHI will not charge any fee nor will it require any payment for an application to be considered. ZHI is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical handicap or financial ability.