Project Administrative Assistant (PAA)
2025-08-19T10:46:15+00:00
The Harvest Fund
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https://www.greatzambiajobs.com/jobs/
FULL_TIME
Nonprofit, and NGO
Admin & Office
2025-09-12T17:00:00+00:00
Zambia
8
Position Description
The Project Administrative Assistant (PAA) will collaborate closely with the Finance Manager and the entire team to assist in implementing project activities. This includes supporting events, outreach efforts, procurement, and organizing training sessions, partner meetings, and workshops. The PAA will be based at the Kafue office.
The PAA will also be responsible for office management, which includes welcoming and assisting visitors. They will support the implementation and adherence to The Harvest Fund’s administrative systems. Additionally, the PAA will ensure that the front office is well-maintained, which involves both digital and physical filing of documents, along with other tasks as assigned by the line manager. The ideal candidate should be self-motivated and require minimal supervision. They must be honest, diligent, and a team player.
Main Duties and Responsibilities
Roles and Responsibilities:
- Preferred: Project management, business development, sales, marketing, agribusiness or digital media experience, knowledge, or interest.
- Management of procurement functions.
- Organisation and coordination of training and field events.
- Coordination and management of front office activities, e.g. phone calls and guiding visitors.
- Completion of corporate, grantor, and administrative documents and correspondence.
- Maintenance of the upkeep of the front office.
- Oversight of the online knowledge management system.
- Management of all incoming/ outgoing travel logistics.
- Oversight all incoming and outgoing mail/correspondence.
- Management of the stock of office consumables.
- Maintenance of a digital visitors’ log.
- Any other assignment given by the line manager.
Administrative and Intra-Organisational Support:
- Manage the office and support The Harvest Fund’s projects and programmes in order to achieve organisational goals.
- Communicate with the Project Coordinator and the CEO regularly, preferably on a weekly basis.
- Participate in regularly scheduled team meetings when called upon.
- Follow necessary organisation protocols for expense filing, tracking, invoicing, etc.
Desirable Traits:
- Assertive and innovative
- Entrepreneurial and enterprising
- Self-motivated and driven
- Quick thinker and multi-talented
Required Relevant Experience
- Minimum Grade 12 full certificate.
- Two years of working experience as an administrative or office assistant.
- Certificate or better in office management and knowledge of computers (Microsoft Office, Google Workspace and other project management tools) will be an added advantage.
Preferred: Project management, business development, sales, marketing, agribusiness or digital media experience, knowledge, or interest. Management of procurement functions. Organisation and coordination of training and field events. Coordination and management of front office activities, e.g. phone calls and guiding visitors. Completion of corporate, grantor, and administrative documents and correspondence. Maintenance of the upkeep of the front office. Oversight of the online knowledge management system. Management of all incoming/ outgoing travel logistics. Oversight all incoming and outgoing mail/correspondence. Management of the stock of office consumables. Maintenance of a digital visitors’ log. Any other assignment given by the line manager. Administrative and Intra-Organisational Support: Manage the office and support The Harvest Fund’s projects and programmes in order to achieve organisational goals. Communicate with the Project Coordinator and the CEO regularly, preferably on a weekly basis. Participate in regularly scheduled team meetings when called upon. Follow necessary organisation protocols for expense filing, tracking, invoicing, etc.
Minimum Grade 12 full certificate. Two years of working experience as an administrative or office assistant. Certificate or better in office management and knowledge of computers (Microsoft Office, Google Workspace and other project management tools) will be an added advantage.
JOB-68a455f7362ab
Vacancy title:
Project Administrative Assistant (PAA)
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]
Jobs at:
The Harvest Fund
Deadline of this Job:
Friday, September 12 2025
Duty Station:
Kafue | Kafue | Zambia
Summary
Date Posted: Tuesday, August 19 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Position Description
The Project Administrative Assistant (PAA) will collaborate closely with the Finance Manager and the entire team to assist in implementing project activities. This includes supporting events, outreach efforts, procurement, and organizing training sessions, partner meetings, and workshops. The PAA will be based at the Kafue office.
The PAA will also be responsible for office management, which includes welcoming and assisting visitors. They will support the implementation and adherence to The Harvest Fund’s administrative systems. Additionally, the PAA will ensure that the front office is well-maintained, which involves both digital and physical filing of documents, along with other tasks as assigned by the line manager. The ideal candidate should be self-motivated and require minimal supervision. They must be honest, diligent, and a team player.
Main Duties and Responsibilities
Roles and Responsibilities:
- Preferred: Project management, business development, sales, marketing, agribusiness or digital media experience, knowledge, or interest.
- Management of procurement functions.
- Organisation and coordination of training and field events.
- Coordination and management of front office activities, e.g. phone calls and guiding visitors.
- Completion of corporate, grantor, and administrative documents and correspondence.
- Maintenance of the upkeep of the front office.
- Oversight of the online knowledge management system.
- Management of all incoming/ outgoing travel logistics.
- Oversight all incoming and outgoing mail/correspondence.
- Management of the stock of office consumables.
- Maintenance of a digital visitors’ log.
- Any other assignment given by the line manager.
Administrative and Intra-Organisational Support:
- Manage the office and support The Harvest Fund’s projects and programmes in order to achieve organisational goals.
- Communicate with the Project Coordinator and the CEO regularly, preferably on a weekly basis.
- Participate in regularly scheduled team meetings when called upon.
- Follow necessary organisation protocols for expense filing, tracking, invoicing, etc.
Desirable Traits:
- Assertive and innovative
- Entrepreneurial and enterprising
- Self-motivated and driven
- Quick thinker and multi-talented
Required Relevant Experience
- Minimum Grade 12 full certificate.
- Two years of working experience as an administrative or office assistant.
- Certificate or better in office management and knowledge of computers (Microsoft Office, Google Workspace and other project management tools) will be an added advantage.
Work Hours: 8
Experience in Months: 24
Level of Education: professional certificate
Job application procedure
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