Administrative Assistant/ Receptionist ...

Pact (Washington DC) - Lusaka, Lusaka

Job closed

Contract

Contract type
Contract
Application deadline
24/04/2019

Description

Position
Administrative Assistant/ Receptionist ...
Industry
Vacancies
1
Description
Position Title Administrative Assistant/ Receptionist
Requisition Number 15-0191
Post Date 12/22/2015
City Lusaka
Description

Location:Lusaka, Zambia
Effective Date:December, 2015

Pact values and supports a diverse work environment.

Position Summary: Included, but not limit to, are the following duties: Coordination and support to office, issuing purchase orders, managing timesheets; the controlling of all property leases ensuring that termination clauses are adhered to; the purchase and
maintenance of office equipment; receiving visitors, receive and screens calls and make travel arrangements.

Core Values: Pact employees embrace the following core values as representatives of the institution:
  • all people have a right to participate in decisions affecting their lives
  • gender equity is mandatory for social transformation
  • resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
  • diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
  • teamwork and collaboration shape our day-to-day working relationships
  • innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
  • gathering and sharing information are primary roles for all employees
  • staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
  • a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Key Performance Areas:
  • Administration
  • People management
  • Representation and relationships
Specific Duties:

Administration
  • Manage the front desk (answer phone calls, process mail and receive visitors)
  • Carry out general office operation and administrative support tasks
  • Provide logistical support to programme functions such as workshops, trainings and field visits
  • Arrange appointments as requested by Senior Management
  • Make travel arrangements and accommodations bookings for all Pact staff for local and foreign travel
  • Accurately prepare Internal General Requisitions with supporting documents for all Pact
  • Ensure that office if kept clean and provides a safe, healthy and conducive environment for Pact staff to be productive in their work
  • Ensure office equipment is in good working order arranging for service and maintenance as required
  • Maintain Pact Zambia’s asset register
  • Assist with procurement in accordance with Pact policy
  • Maintain records of equipment and stocks of consumables stored in the office
  • Ensure all financial transactions made before and during trainings including disbursement of allowances and any reimbursements are done so accurately and in accordance with Pact policies.
  • Liaise with the Landlord and contracted Security Company to ensure that adequate security measures are in place to safeguard staff and pact property.
  • Maintain all general office files (electronic and paper-based)
People Management
  • Work effectively with finance, Programme and any other staff to promote the effectiveness and efficiency of Pact’s work
  • Work effectively with Pact’s Headquarters responding to requests as required
  • Make arrangements for foreign visitors to Pact Zambia
Representation and Relationships
  • Maintain good relations with suppliers and service providers
  • Promote Pact’s work and strengthen engagement with our partners, office visitors and other stakeholders.
Qualifications:
  • Strong verbal and written in communication skills in both English and local language
  • Good Computer skills (MS Office)
  • Holder of a relevant diploma in Human Resource Management, Business Administration or similar field is desirable but not essential
Previous Experience & Other Job Requirements:
  • At least 2 years’ experience working in an administration in a busy office environment
  • Good people management and interpersonal skills able to lead and motivate others
  • Demonstrates impeccable integrity and business standards with previous clean track record of handling cash transactions
  • Well organised with an eye for detail.
  • A self-starter who is well organised with completer finisher attributes
  • Good time management with the ability to perform and prioritize multiple tasks
  • Outgoing and hospitable. Proven ability to build and maintain relationships with a wide range of people
  • Passionate about serving others
Apply On-line

Requirements

Min education
Secondary school
Required experience
2 Years
Nationality
Not defined
Languages
Not defined
Skills
Not defined
Prerequisites

.

Company

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