Project summary

The Centre for Infectious Disease Research in Zambia (CIDRZ) with the Association of Public Health Laboratories (APHL), Wits Health Consortium (WHC), and Clinical and Laboratory Standards Institute (CLSI) have partnered to form a consortium to continue supporting the expansion of Laboratory services with key focus on laboratory systems strengthening.

Our consortium will use proven strategies that include the implementation and sharing of policies, guidance, and activities that: 1) maintain continuity with prior lab strengthening efforts in QMS, digital sample referral and results return, sample agnostic transport, waste management systems, backup power, identifying and addressing gaps in the lab system; 2) strengthening ongoing capacity building and strengthening efforts with government teams through technical assistance (TA) at all levels; 3) continue to assess and understand gaps in the lab system, including the full costing of proposed implemented solutions; and 4) support stepwise transition of lab services to the Ministry of Health (MOH) with ongoing complimentary TA to provide support.

Job Summary

Reporting to the Chief of Party,  the incumbent provides essential administrative and financial support to the respective teams and serves as the administrative and logistical liaison between the teams, facilities, finance, grants and contracts, and procurement departments. The role involves providing administrative support to management and teams in respective units within the project and ensuring operational efficiency.

Main Duties

1. Provides dynamic and proactive administrative support to all TRAILS project staff members.
2. Liaises with team members regarding planned activities and budgets and compiles them in line with the CDC drawdown requirements for submission by set deadlines
3. Prepares requests for funds in line with the approved drawdowns in compliance with CIDRZ policies and uploads them onto the ERP system. .
4. Proactively tracks progress and follows up on all submitted requests.
5. Manages office petty cash, prepares receipts and expenditure statements for submission to Finance, and ensures timely retirements of activity funds.
6. Schedule and coordinate meetings and maintain meeting minutes.

1. Facilitates the procurement of all project supplies and ensures adequate availability of office supplies.
2. Ensures timely payment of office utilities, such as electricity for provincial offices.
3. Maintains accurate records of program expenses and supports the tracking of the approved regional budget.
4. Establishes and maintains organized hard and soft copy filing systems for all program correspondence and documentation.
5. Manages stock and inventory of on-site and off-site CIDRZ assets.

1. Coordinates meeting venue, accommodation, and travel plans for team members, including organizing travel arrangements and maintaining clear communication with all involved parties.
2. Oversees transport routing and driver assignments in accordance with CIDRZ transport policies.
3. Plans and organizes program events such as trainings, meetings, retreats, and team-building activities.

1. Follows up with staff on program matters requiring timely decisions and actions.
2. Schedules and prepares for meetings, including taking minutes as requested.
3. Ensures office premises are well-maintained and in good order.

Qualifications

1. Grade 12 Certificate.
2. Diploma in Business Administration or a relevant equivalent qualification.
3. Minimum of 2 years of relevant work experience in an office environment and program support.
4. Proficiency in utilizing systems (e.g., ERP systems).
5. Strong planning and organizational skills.
6. Proven competency in MS Office programs.
7. Excellent interpersonal and intercultural communication skills.
8. High level of accuracy and attention to detail.
9. Ability to work under pressure and meet deadlines.
10. Commitment to teamwork with the capability to work independently

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