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JOB TITLE: Administration Support Assistant
TEAM/PROGRAMME: Human Resource, Administration, and IT
GRADE: 5
LOCATION: Lusaka
POST TYPE: National
Safeguarding:
Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.
Diversity, Equity & Inclusion
Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity.
ROLE PURPOSE: The incumbent is responsible for providing administrative and office support services to the JTIP Project staff and to facilitate the efficient operation of the office.
SCOPE OF ROLE:
Reports to: Administration Officer
Direct: N/a
Indirect: Save the Children staff
KEY AREAS OF ACCOUNTABILITY:
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Performs administrative and supply chain support roles such as delivery of documents, initiating procurement requests, assisting with making payments for utility bills, etc. when requested.
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Responsible for making reservations for accommodation, meetings, and domestic flights.
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Responsible for receiving goods from suppliers and ensuring that they are handed over to logistics/ responsible departments.
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Assist with writing invitation letters when requested.
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Monitors the use and maintenance of office equipment and supplies.
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Maintains an asset register and is responsible for updating it as required.
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Supports Field Office staff in processing requests for supplies, meetings and any other ancillary services as required.
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Supports sub partners with logistical support and coordination pertaining to consortium activities such as meetings, workshops etc.
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Initiating mobile and internet payments and following-up with Telecommunication Company on all related matters such as statements, invoices, repairs, and maintenance for the JTIP project.
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Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for the JTIP Project
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Ensuring best value for money is achieved through competitive and transparent procurement processes.
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Responsible for receiving and reviewing of the procurement requests received in Prosave to ensure that they have the correct technical description, the procurement lead time/need by date is reflected correctly and is realistic to ensure that the items will be procured prior to the need by date.
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Responsible for the rejection of the procurement requests received in Prosave which do not have adequate technical description and timely feedback the programme requestor.
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Work closely with the programme requestor and agree on the Need by Date to ensure that once the service or goods have been delivered, the items are received in the Total Inventory Management System (TIM) or the service is immediately received in Prosave by the Programme Requestor.
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Close monitoring of the Supply Chain Efficiency on the Power BI to ensure that the KPI reaches the minimum KPI Level of at least 85% on a monthly basis
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Closely monitor the performance of the suppliers or service provider whether they are delivering on time or not. These trends should be documented.
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Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings with the team to ensure timely disbursements on procurement plan.
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Support the Lusaka and Field Office with supplier registration on Prosave to ensure that they are fully integrated into Prosave in readiness for usage.
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Timely communication with suppliers to ensure that the Local Purchase Orders are confirmed and are timely to be able to deliver the goods/services.
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Will be involved in managing Gifts in Kind (GIK) based on availability.
The post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
SKILLS AND BEHAVIOURS (Our Values in Practice)
Accountability:
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Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
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Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
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Sets ambitious and challenging goals for self and team, takes responsibility for own personal development, and encourages team to do the same.
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Engages and motivates others by widely sharing their personal vision for Save the Children.
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Future orientated, strategic and global thinker.
Collaboration:
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Builds and maintains effective relationships with team, colleagues, members, donors and partners.
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Values diversity as a source of competitive strength.
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Approachable, diplomatic, and supportive, with well-developed listening skills.
Creativity:
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Develops and encourages new and innovative solutions both on a personal level and by building and leading teams willing to take disciplined risks.
Integrity:
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Honesty, openness, and transparency.
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A strong commitment to Save the Children’s vision of a world in which every child attains the right to survival, protection, development, and participation.
QUALIFICATIONS AND EXPERIENCE
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Grade 12 School certificate.
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Should possess Diploma in Business Administration, with experience in Procurement and Supply
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3/4 years relevant work experience.
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Computer knowledge especially MS Office.
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Good command of English.
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Customer service oriented.
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Ability to priorities competing demands.
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Deadline oriented and willing to work extended hours.
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Strong team player with high team spirit and positive attitude.
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Productive and responsive to instructions and project policies and regulations
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Valid driver’s license
QUALIFIED APPLICANTS SHOULD ONLY ATTACH A COVER LETTER AND AN UPDATED CV.
The closing date for receipt of applications is Monday 1st July 2024. Only shortlisted candidates will be contacted.
Save the Children reserves the right to re advertise if suitable applicants are not found
Save the Children will never ask that you pay for anything as part of the selection process or thereafter.
Desired Skills and Experience
ROLE PURPOSE: The incumbent is responsible for providing administrative and office support services to the JTIP Project staff and to facilitate the efficient operation of the office
