Executive Administrative Assistant
\nPurpose:
\nThe Executive Administrative Assistant will provide Executive, Administrative and Operations support to the Country Director\u2019s office and operational support to all departments, for Marie Stopes Zambia (MSZ) to ensure and improve the performance, productivity, efficiency and sustainability of MSZ operations. The Executive Administrative Assistant is one of the public faces of MSZ and needs to create and maintain a positive image of the organisation. Public relations and awareness are key components of this position.
\nMarie Stopes Zambia (MSZ) is a marketing-focused, results-oriented social enterprise, which uses modern management and marketing techniques to provide reproductive and sexual healthcare. MSZ is part of the global network that is MSI Reproductive Choices (MSI). MSZ subscribes to the MSI goal and mission, which is to prevent unwanted births and to ensure the individual\u2019s right to Children by Choice not Chance.
\nIt is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, client centered, results orientated, pioneering, sustainable and people centered.
\n\u00a0
\nKey Responsibilities:
\nSupport to the Country Director\u2019s Office<\/p>\n
To provide administrative and programmatic support to the CD and in his absence to the Nominee
\nEnsures that a comprehensive diary is maintained and communicated well in advance with logistical arrangements
\nAct as the initial contact point for the Country Director\u2019s Office
\nTo manage all office expenses to support the CD\u2019s office, and raise the necessary request for purchase requisitions
\nTo implement and maintain robust office systems including filing and record keeping for the CD\u2019s office
\nCoordinating documentation to CD\u2019s office requiring signature.<\/p>\n
Front Desk Operations<\/p>\n
Phone call management: answer phone calls, screen and direct them to the relative department
\nCustomer care: welcome visitors and direct them to the correct department, respond to visitor queries, responding in a polite and timely manner
\nAdministrative support: \u00a0take messages, schedule appointments, file documents, organise meetings, handle mail, courier deliveries, process practicing licences for both clinical and non-clinical staff
\nMaintain database of all staff contact details: update and maintain the employee database with current contact details for all staff
\nMaintain the reception area: ensure reception area is always clean and presentable, ensure furniture and interior d\u00e9cor is up to speed.<\/p>\n
Travel Management<\/p>\n
Support local and international travel arrangements including all immigration requirements in collaboration with HR
\nSupport and coordinate booking of flights from airlines, online or travel agencies, where possible compare flight charges and propose the best travel options
\nFocal point person for accommodation for all internal and external staff, ensuring that correct procurement processes are followed.<\/p>\n
Cash Requests<\/p>\n
Submit monthly cash requests for all office management costs within the stipulated deadline
\nEnsure all monthly utility bills are submitted to Finance department for payment<\/p>\n
Office Management\/Supervision<\/p>\n
Supervise the Hygiene Assistants and staff from the cleaning company to ensure the office space is kept clean
\nEnsure office utilities are collected from the Inventory Controller, kept in the small inventory pantry and authorise the distribution in various offices
\nCoordinate meetings \u2013 Board room set up, plan for meals, have requests approved and may occasionally be asked to take minutes
\nWeekly monitoring of electricity meter and ensure units are topped up to avoid loss of power<\/p>\n
Communication Management<\/p>\n
Hard copy mail and other important document distribution, i.e. invoices, receipts, quotes etc. recipients to sign for mails delivered. Maintain register for all incoming and outgoing mail
\nEnsure that any internal communication is displayed on the notice board
\nEnsure AFB and Safeguard posters are displayed in all the offices and all in good condition<\/p>\n
Financial Management<\/p>\n
Petty cash requests for emergency purchases or purchases below K500 for the CD\u2019s office and the HR Department. All requests to be retired on time with receipts.
\nAny other duties as assigned from time to time.<\/p>\n
Qualifications:<\/p>\n
Diploma \/ Degree in Business Administration or Social Sciences
\nMinimum three (3) years\u2019 of relevant working experience in a similar role
\nProven experience in providing high quality administrative and personal assistant services to senior level staff
\nPossess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint and Access)
\nFluent spoken and written English
\nStrong interpersonal skills
\nA self-starter with the ability to work under pressure.<\/p>\n
Attitude:<\/p>\n
Pro-choice
\nMotivated personally and professionally to develop.<\/p>\n
Note:\u00a0MSI takes a zero-tolerance approach to fraud and bribery, terrorism, money laundering, sexual harassment, sexual misconduct or any safeguarding issues. Applicants will be subjected to a Police Clearance Check and Reference Checks.
\nApplicants must ensure that their qualifications are certified by Zambia Qualifications Authority (ZAQA).
\nMSZ is an equal opportunity employer and is committed to promoting a culture of equality and diversity. MSZ will actively strive to eliminate discrimination on the grounds of age, disability, race (which includes colour, nationality and ethnic or national origins), religion or beliefs.
\nDeadline for applications:\u00a0Tuesday 22nd April, 2025.\u00a0Only shortlisted candidates will be contacted and may be required to undergo a practical assessment.
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