Job Details

Job Description

Overview

We are recruiting!

Our Client in Lusaka, Zambia is looking for a Personal Assistant to join their team for a job vacancy within the NGO sector.

To apply or for more information follow the link below.

Position Summary :
The Personal Assistant will manage day-to-day operations, coordinate tasks, and ensure smooth communication across the team and external partners. This role focuses on maintaining an organized, welcoming, and efficient office environment that supports the organization’s mission to address poverty through improved rural access to critical services.

Primary Responsibilities:

• Office Management :
  • Maintain a clean and organized office environment, ensuring readiness for daily operations.
  • Manage and oversee security and maintenance personnel, ensuring records are maintained and property is secure.
  • Organize and maintain office spaces, including conference and training rooms, keeping them prepared for meetings and events.
  • Oversee and manage mail deliveries, packages, and couriers, directing them to the appropriate recipients.
• Administrative Support :
  • Perform administrative tasks such as filing, photocopying, scanning, and document delivery.
  • Assist with the planning and organization of meetings, team-building activities, and special projects.
  • Purchase, track, and manage office supplies and services, coordinating invoicing and ensuring supplies are stocked.
• Facility Management :
  • Conduct regular inspections of office facilities (lighting, furniture, restrooms) and report issues for prompt resolution.
  • Supervise any minor non-technical repairs to maintain a safe and functional workspace.
• Employee Support :
  • Manage distribution and tracking of employee resources, including business cards, personal protective equipment, branded materials, ID cards, and other essentials.
  • Support the onboarding process, including orientation and resource distribution for new staff members.
  • Provide administrative support to the Program Manager and Country Director as needed.

Qualifications:

• Minimum of 1-year experience in a similar role or event organization.
• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with online collaboration tools (e.g., Slack, Trello) is advantageous.

Key Skills:

• Strong communication, organization, and time management skills.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Friendly, approachable demeanor with a focus on customer service.
• Excellent attention to detail and problem-solving abilities.