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Program Assistant
C3
D005 - Human Resources
Lusaka, Chipata, Kabwe, Kasama, Ndola - Lusaka District, Lusaka Province
16 Oct 2023 00:00
10 Nov 2023 00:00
Project summary

The Centre for Infectious Disease Research in Zambia (CIDRZ) and Development Aid from People to People in Zambia (DAPP Zambia) as sub-grantee will support the Zambia Defense Force Medical Services (DFMS) to reach sustainable control of the HIV epidemic through the lens of strategic global policies and targets.

The program goal is to support the Zambian Defense Force (DFZ) to reach sustainable control of the HIV epidemic in the military by building the technical capacity of the DFMS health systems to implement a person-centered HIV prevention, care and treatment program aligned with national guidelines and PEPFAR’s Vision 2025.

Job summary 

Incumbent provides administrative and financial support required by the respective teams, act as administrative/logistical liaison between the teams, finance and procurement departments. To track financial requests, quotations and location of equipment and other relevant administrative/logistical tasks.

Main duties 
  • Provides dynamic and proactive administrative support to the Program Coordinator/ Project Manager, Regional Coordinator, Mentorship, District, Facility and Community Team members.
  • Liaises with all team members to coordinate request of activity funds according to draw down schedule and according to approved budget.
  • Processes and submits all expense requests as per the stipulated submission procedures as well as follow up the process proactively.
  • Manages accurately office petty cash, prepares receipts and expenditure statements for submission to Finance and ensures timely retirements of activity funds.
  • Facilitates procurement and availability of all required office supplies.
  • Ensures office utilities such as electricity are paid for timeously as necessary.
  • Tracks program expenses and supports tracking of approved program budget.
  • Maintains an active log system on all logistics orders and deliveries.
  • Maintains a good hard & soft copy filing system on all program correspondence and other
  • documentation.
  • Maintains a good stock and inventory management of onsite and offsite CIDRZ assets.
  • Coordinates travel plans of the teams and helps to plan/organize travel arrangements
  • accordingly, with good communication of all parties involved.
  • Coordinates transport routing and drivers in line with CIDRZ transport policies.
  • Manages and organizes program events such as: trainings, meetings, retreats, team building
  • activities, etc.
  • Schedules and prepares for meetings and takes minutes as requested.
Qualifications
  • Diploma in Business Administration or other relevant equivalent qualification
  • At least 2 years’ relevant work experience working in an office environment and program
  • support
  • Ability to understand and utilize systems (e.g. ERP System)
  • Organizational Skills
  • Proven competency in MS Office, Internet, MS-PowerPoint and related systems
  • Excellent interpersonal and intercultural communication skills
  • Accurate and attentive to detail
  • Ability to work under pressure and meet deadlines
  • A commitment to teamwork and ability to work individually

Suitably qualified candidates are encouraged to apply. However, only shortlisted candidates will be contacted.