Centre for Infectious Disease Research in Zambia (CIDRZ)
Job summary
Reports to Project Manager. The incumbent will support the detailed administrative and logistical coordination of the TBLON project to ensure project activities are implemented according to project work-plan
Main duties
- Works with Program Manager and Provincial team leads in activity planning and implementation of project activities
- Facilitates meeting coordination, including scheduling of meetings (physical and virtual) and minute taking where necessary.
- Liaises with CIDRZ support departments regarding project requests to ensure funds and supplies are availed when required.
- Ensures project district offices are well maintained (internally and externally) and up to date with all utility payments and rental obligations
- Supervises transport and administrative staff, provides orientation and mentorship where needed.
- Supports provincial staff with activity budget development and review of activity funds retirement reports before submission to Finance.
- Carries out tracking of project finance and procurement requests processed by project assistants and ensure weekly updating of tracking reports onto departmental SharePoint folder.
- Conducts monthly review and analysis of project commitment analysis by comparing ERP transactions and expense logs with project accountant.
- Updates monthly and quarterly the project inventory database and tracking mechanisms for project supplies.
- Updates project asset register as and when supplies are procured, ensuring all items are tagged and branded with logos from the funders.
- Ensures appropriate and efficient requisition procedures are in place for program inventory.
- Coordinates the distribution of all stock to sites and work with project Administrative Assistants to ensure supplies are delivered to end users (facilities) and supply and delivery notes efficiently filed.
- Works with the project Administrative Assistants, to ensure weekly finance, procurement and stores status reports are prepared and availed to project leadership
Qualifications
- Relevant University Degree
- At least 3 years relevant work experience in a busy work environment
- Strong command of English language (verbal and written).
- Demonstrated proficiency in MS Office programmes, including advanced skills in Word, Excel, and power point
- Must be highly organized, independent thinker and detail oriented
Excellent interpersonal skills, communication skills, flexible attitude and enthusiastic - Experience providing administrative support to a large project.
Suitably qualified members of staff are encouraged to apply. However, only shortlisted candidates will be contacted.