Administrative Assistant
The Embassy of Ireland in Zambia is seeking to recruit a highly motivated and experienced individual to join our organisation. The Administrative Assistant will provide administrative support to the Head of Mission (HoM), Head of Development (HoD) and undertakes various other administrative support activities at the Embassy to contribute to its efficient and effective operations.
Reporting to: The jobholder reports technically to the Head of Mission and administratively to the Office Manager.
Key Function 1: PA Services to the Head of Mission and Head of Development
- Organise and maintain the Head of Mission’s diary and make appointments on behalf of the HoM and HoD.
- Manage the HoM and HoD’s contacts list i.e. update / maintain an e-contact list
- Provide assistance to the HoM and HoD with administrative tasks: filing (both paper and electronic) printing and binding, photocopying, internet research, typing and distributing relevant mail to staff.
- Together with the other nominated super user, manage the Embassy website site
- Manage the HoM Fund-appraise, process payment, monitoring and writing reports on the funded projects.
Key Function 2: – General Office Administration
- Develops an approved vendor list and obtains quotations to make initial evaluations for sourcing goods and services for procurement committee’s consideration (CQC).
- Receives and checks quantity and quality of goods and services delivered against those specified in the agreement and process payments (LPOs, RP2A, VAT exemption).
- Expedites delivery and clearance of imported goods with Agents.
- Obtaining all books and maintaining paperwork necessary for tax, customs duty and VAT exemption of Embassy transactions.
- Making travel and subsistence arrangements for Embassy staff on non-programme related visits, including booking flights and accommodation.
- Arranging official events and meetings as required by management including invitations, organising catering, refreshment and equipment hire.
- Assisting in finding housing and arranging for any necessary contractual issues and maintenance, including contact with utility companies as necessary.
- Deal with routine paperwork in support of various systems of administrative and financial control and able to ensure that all information fields and approvals are correctly completed.
- Assist with transport logistics in absence of the Head Driver.
- Other administrative duties assigned by the Second Secretary or Office Manager.
Management Responsibilities and Staff Supervised
- Self-management within agreed programme of work, able to deal with delegated tasks and solve routine problems without direct supervision, but knows when to refer non-routine issues to the appropriate manager.
- No direct supervision of other staff.
Other Resources Managed
- Has a major input to the effective use of the Ambassadors use of time to get the job done
- Handles very sensitive information
- Accounts for use of Petty Cash
- Makes recommendations and arrangements which have cost implications in terms of travel, food and accommodation expenditure
Qualifications, skills and experience requirements
- Secondary school certificate and tertiary training in a commercial or administrative course to Diploma Level
- Minimum of five years’ experience in secretarial and administrative work in a reputable international organisation or company
- Able to plan and prioritise work and carry out delegated tasks without direct supervision within the boundaries agreed with a manager
- PC skills at routine office user level in MS Word, Excel, PowerPoint and Outlook. Experience in LAN
- Management for the internal system an added advantage
- Effective communication skills in dealing with both Embassy staff and with external stakeholders some whom may be influential. Able to negotiate appointments and deadlines on behalf of the Ambassador and her/himself.
- Mature and responsible disposition required to deal with resources listed above, and above all to keep confidential information confidential.
To apply for this position please forward a covering letter of no more than one page which demonstrates relevant experience. The letter should be accompanied by your Curriculum Vitae detailing qualifications and work experience to date (Note: DO NOT attach copies of certificates).
Applications should be forwarded via email to RecruitmentLusaka@dfa.ie on or before 15th March, 2016. Only shortlisted candidates will be contacted.
