Job Details

Job Description

Peace Corps/Zambia wishes to invite applications from suitably qualified persons to fill the position of Administrative Assistant.

Open to: All Sources

Location: Lusaka

Work Schedule: Full Time 40 hours/Week

Starting Salary: ZMW 275, 160.70 – ZMW 435,971.84 Per Annum

General Description:

The Administrative Assistant will support clerical, operational, logistical, and other organizational tasks for the Programming and Training (PTE) unit. He/she will directly work with the Director of Programming and Training (DPT) and the Programming, Training, and Evaluation (PTE) Team. He/she will complete administrative assistance related to the Small Grants Program and serve as Post’s Record Keeping Liaison. He/she will also support the Management and Operations Team in the organization of materials, record-keeping and other administrative support.

Tasks & Deliverables:

Programming, Training and Evaluation, Administrative and Logistical Assistance

• Provide administrative support to the DPT.
• Serve as administrative and logistics coordinator for all Programming, Training, and Evaluation (PTE) activities.
• Coordinate and maintain post calendars, including site development/site visit calendars, annual training calendars, staff leave calendar, and the major P&T events calendar.
• Provide support to the Training Manager and other Administrative Unit (DMO’s) staff, as needed, with planning meetings for activities including but not limited to PST, IST, MTC, COS and other Volunteer meetings/workshop as assigned.
• Coordinate PTE submissions and work with IT in regular updating of PTE resource materials in the Volunteer SharePoint pages.
• Support Communications Specialist as needed in planning and production of Peace Corps Zambia high level events including but not limited to swearing-in ceremonies.
• Provide administrative and quality control support to the DPT and PTE unit across functions, such as task follow-up, liaising with other divisions, submitting newsletter entries, ensuring thoroughness and consistency of planning documents, agendas, trackers, calendars, etc.
• Assist PTE and Provincial staff in troubleshooting any problems that arise in PCV site history files management.
• Work with project managers, DPT, Provincial teams, and GSO to coordinate and manage stock records for hard copy training, resource, and policy materials relevant to Volunteers.
• Work with PTE team to ensure both physical and electronic records management compliance and support physical file destruction for the PTE Unit as required.
• Oversee thorough preparation of field trips and site visits during any/all HIV/AIDS-related trainings.
• As needed, make requests for equipment and material needs and coordinate with procurement to ensure this is done in time.
• Responsible for reviewing and understanding all site development policies and criteria, and forms.

Small Grants Support and Data Entry

In coordination with the M&E Specialist and the Administrative unit:

• Track grant spending and available funds by grant program and by funding areas (e.g., by SPA program element).
• Work with Administrative unit to ensure financial processing of approved grants.
• Track the status of all ongoing grant projects.
• Enter and maintain all grant information into PCGO.
• Ensure that Volunteers’ grant completion reports meet Small Grants Program guidelines. If satisfied that the project has met the guidelines, submit report to M&E Specialist and DDMO.
• Assist PTE Unit and Admin Unit with data entry needs and requests, including but not limited to logging/filing all grant reports and data.

Other

• Serve as Post Record-Keeping Liaiso
• Perform other duties as may be assigned by the DPT, PMs, and TMs, as well as Admin Unit Staff, which are not in conflict with the primary responsibilities of the position

Minimum Qualifications

In order to be selected for this position, the applicant must be legally eligible to work in Zambia, must not have  been employed in intelligence-related activities, and must submit an application that clearly documents how they meet each of the following requirements:

• A diploma in business management, administration or related field.
• At least three (3) years of office management / executive support experience supporting executive level staff in an international, multi-cultural organization working in community development.
• English fluency (reading and writing) is required.
• Knowledge and high-level skills in key Microsoft Office software, including Word, Excel and Power Point.
• Must be highly resourceful and creative, with strong interpersonal skills able to: effectively support senior management and office operations, draft professional letters and reports as needed, work independently to meet important goals in a timely manner, and communicate effectively with diverse colleagues.

Preferred Qualifications

• Bachelor’s Degree or advanced degree in related field.
• Experience working with a US government agency or contractor.
• At least one year of accounting clerical responsibilities.
• Knowledge of Microsoft Publisher.

Application Instructions:

Applications and supporting documentation including cover letter, CV (with at least three traceable references), educational and professional certifications, that clearly documents how you meet each of the above requirements must be submitted by close of business by Friday November 4, 2024.

Only email applications will be accepted and should be addressed to;

Email: [email protected] clearly stating your name and position applied for in the subject line of your emai

(E.g. John Doe, Administrative Assistant)

Only short-listed candidates will be notified, and no telephone inquiries will be entertained.

Peace Corps reserves the right to:

• Not evaluate or withhold an offer to an individual who has current or prior connections with intelligence activities or agencies through employment, related work, or even family relations.
• Not evaluate or to withhold an offer of a personal services contract to an individual that has a history of poor past performance or conduct as a Peace Corps Trainee, Volunteer, or staff member (USDH, PSC, or FSN).
• Withhold an offer of a personal services contract to an individual that is a relative or household member of a current Peace Corps staff member.

Contracts are contingent on availability of funds, reference checks, background check, and medical examinations.

Peace Corps will not discriminate against an applicant because of that person’s race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older, except when the applicant is beyond the mandatory retirement age), disability, or genetic information.

To apply for this job email your details to [email protected]