Job Details

Reports to Program Coordinator. The incumbent will provide administrative and logistical support required by the district teams, acting as an administrative and logistical liaison. The program assistant will be expected to track financial requests and ensure proper logistical management of all supplies

Main duties:

• Communicates with the team to coordinate request applications for program activities, and their implementation.
• Facilitates procurement of all required office supplies and ensure consistent availability of the supplies
• Timely facilitates processing of activity funds for provincial team activities
• Maintains an active log system on all funds request, procurement orders and deliveries
• Maintains a good hard & soft copy filing system on all program correspondence, finance requests, procurement requests and distribution and delivery notes
• Maintains a good stock and inventory management of onsite and offsite CIRDZ assets
• Coordinates travel plans of the teams and help them to plan/organize travel arrangements accordingly, with good communication of all parties involved in line with CIDRZ transport policies
• Plans periodic internal and external staff meetings, take/type and distribute minutes of the same timely
• Submits and processes all expense requests as per the stipulated submission procedures (retirements)
• Follows-up with provincial staff on program matters requiring timely decisions and actions
• Works with the Provincial project team lead, organize program events such as: trainings, meetings etc
• Ensures Office premises are maintained in good order
• Proactively liaising with the Administrative Coordinator and Provincial project team lead, when problems arise, and come up with possible solutions
• Other administrative and programmatic duties as assigned

Qualifications:

• Grade 12 certificate
• Degree in Business Administration or relevant equivalent
• At least 2 years relevant administrative work experience working in a fast-paced office environment
• Proficient in Microsoft Office applications and web-based systems such as ESS and ERP
• Accuracy/eye for detail and ability to work under minimum supervision
• Ability to work independently, prioritizing workload,
• Good interpersonal skills with ability to positively engage as a team player
• Good communication skills, both oral and written
• Ability to work under pressure and meet deadlines

Suitably qualified candidates are invited to apply. However, only shortlisted candidates will be contacted.