Office Assistant

Title

Office 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 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.

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

The Office Assistant will be responsible for manning the ZHI front office desk, including perform administrative and routine clerical tasks, including organizing and managing files, acting as office receptionist, scheduling meetings and appointments, and supporting other staff with organizational tasks.


Job Description

Responsible for the day-to-day management of the ZHI front office desk/reception operations whilst acting as the first point of contact for guests, vendors, and employees; Manage the switchboard including answering incoming phone calls and directing callers to the appropriate party; Process, sort, and route incoming and outgoing mails/parcels in a timely manner; Coordinate and schedule appointments, meetings and/or conferences; Work with the admin team to monitor and manage inventory of office supplies, including distribution of the same to relevant departments and field offices; Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and supporting program staff to do photocopying of documents; Ensure the office is kept clean, and organized throughout kitchen, conference rooms, storage rooms/closets, and communal areas; Support in running various routine errands, as required, for the organization/programs.


Knowledge, Skills and abilities

Must have excellent interpersonal and communication skills; Knowledge of standard office procedures and practices; Strong attention to detail; Ability to work in a fast-paced environment with strict timelines, and minimal supervision; Exceptional organizational and customer relations skills; Ability to work across cultures; and demonstrated expertise in building effective relationship with key internal customers and external stakeholders; Ability to handle multiple tasks and demanding schedules to deliver high quality results on a timely basis; Proficiency in computer software applications, particularly Microsoft Word, PowerPoint, and Excel.


Qualifications and experience

At least a diploma in front office management, customer relations, secretarial studies, or a related field; At least 2 years of hands-on relevant experience in an office setting, preferably in an administrative or receptionist role; Prior experience working an NGO setting is preferred; Must be fluent in English (both written and spoken).


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.