ADMINISTRATIVE ASSISTANT , Habitat for Humanity Zambia

Habitat for Humanity Zambia (HFHZ) is part of a world-wide non-profit, ecumenical Christian housing ministry focused on eliminating poverty by providing simple, decent houses with families in need and to make shelter a matter of conscience and action. Its mission vision is a world where everyone has a decent place to live. HFHZ invites people from all walks of life regardless of faith, race, gender or political affiliation to work together in partnership to help build houses with families in need.

Habitat for Humanity Zambia now invites applications from suitably qualified internal candidates to fill the vacant positions of Administrative Assistant. The specifications of the position are as follows:

Job Title: Administrative Assistant
Department:   HR and Administration
Job Location:  National Office
Reports to: Human Resource Officer
Works closely with: National Director

Responsible for: Drivers, Office Assistants, Gardener

JOB PURPOSE:

Responsible for providing comprehensive, effective and efficient support to the Board chair, the National Director and to provide overall administrative support to the National Office.

PRINCIPAL ACCOUNTABILITIES:

Key areas of responsibility:

ADMINISTRATION

• Manage National Director’s office and board room including setting up of facilities.
• Scheduling a range of meetings, coordination of diaries, venue planning/booking, sending out meeting notifications, drawing up the agendas, preparation and circulation of associated discussion papers, taking up of minutes for meetings and making follow ups on actions required.
• Ensure that the Chairperson, Board Members, National Director and Management Team have all the relevant papers and reports for the meetings.
• Manage the National Director’s business and social diary and making all such arrangements in connection with the organization’s business.
• Responding to emails as appropriate.
• Provides and controls the usage of inventory and all other fixed assets of the organization including logging systems of vehicle usage and preparing monthly records on personal usage of all company assets and present it monthly to the Human Resource Officer.
• Ensure that the maintenance of the vehicles is done at the right time. An alert in writing to the Senior Finance Officer with copy to HR and ND will be issued a week before the vehicle is due for service. And then make sure that the service is carried out.
• Ensure that daily checks for oils, water for both engine and wipers, breaks etc is carried out by the drivers each day. For the daily vehicle maintenance checks there must be proper documentation put in place.
• Ensure that all the Office and Company properties are well secured and looked after with a high standard of cleanliness and order.
• Oversee the work of the Office Assistants and the Gardener in cleaning the inside and outside of the office.
• Arrange and oversee Monday devotions.
• Arrange for international travels and prepare itineraries.
• Prepare and store replenishment requisition.
• Ensure that all the utility bills are settled on time and all the facilities and utilities are always in good working order.
• Oversee the insurance policy, service contracts and leases for HFHZ office.

FINANCIAL

• Handle the petty cash float as a custodian at the National Office working with the Accounts Assistant.
• Process travel claims, retirements and advances for National Director’s office.
• Weekly confidential and general filing
• Regular replenishing of drinking water
• Regular replenishing of toner
• Performing any other duty as may be instructed by the supervisor from time to time.

Knowledge (Education & Related Experience):

• PA/Secretarial work at the top level
• A degree/diploma in Public/Business Administration, Secretarial and Office Management or other related courses.
• Two (2) years  proven work experience

Qualification or knowledge in Finance will be an added advantage.

Skills (Special Training or Competence):

• Minute taking and report writing a must.
• Confident and able to communicate with people at all levels.
• Able to use initiative and work with minimum supervision.
• Flexibility and able to respond to change.
• Ability to prioritize responsibilities and multi-task.
• Ability to work under pressure and meet deadlines.
• Reliable and well organized.
• Intermediate/Advanced outlook, word, excel and power point skills

APPLICATION MODE: All applicants who meet the above requirements and competencies are encouraged to apply to any of the following email addresses: hfhzjobs@gmail.com or Habitat_HR@habitatzam.org.zm

CLOSING DATE: The closing date for applications is Friday, 15th April, 2016 at 17:00hrs.

ONLY SHORTLISTED CANDIDATES WILL BE COMMUNICATED TO.

“HABITAT FOR HUMANITY ZAMBIA IS AN EQUAL OPPORTUNITY EMPLOYER”