Project Summary:

CIDRZ is implementing the Controlling HIV Epidemic Project (CHEP) funded by the U.S. Department of State. The goal of CHEP is to improve the health outcomes of Zambians by preventing new infections among populations most at-risk of acquiring HIV and delivery of integrated HIV, Tuberculosis and Maternal, Newborn and Child Health services.

Job Summary:

Reporting to Administrative Coordinator. The incumbent will provide administrative support to program implementation, ensuring smooth execution of activities and accurate documentation. To track financial requests, quotations, and the location of equipment and other relevant administrative/logistical tasks.

Main Duties:

• Coordinates requests for activity funds with team members in line with approved budgets and drawdown plans, ensuring timely availability of resources for program activities.
• Process and submit expenditure requests in accordance with established procedures and proactively follow up to ensure timely approvals.
• Work closely with HR, Finance, and Operations to ensure program activities are implemented in line with organizational policies and guidelines.
• Plan and coordinate logistics, materials, and resources required for program implementation across supported teams.
• Work closely with the warehouse to ensure proper management, availability, and tracking of stock items needed for program activities.
• Maintain organized and up-to-date filing systems (both hard copy and electronic) for program documentation and correspondence.
• Coordinates team travel plans and support travel arrangements, ensuring clear communication and alignment with program schedules.
• Coordinates transport routing and driver allocation in line with organizational policies to support field activities.
• Provide ongoing support to the Program Coordinator/Manager and broader team to ensure smooth and effective program implementation.
• Schedule and prepare for meetings, including documentation and minute-taking where required, ensuring proper follow-up on action points.
• Support the maintenance of office and operational spaces to ensure a conducive working environment for program teams.
• Carry out any other programmatic and administrative duties as assigned in support of program delivery.

Requirements:

• Full Grade 12 certificate
• Diploma in Business Administration/Program Management or equivalent (Degree will be an added advantage.
• At least 4 years of relevant work experience working in an office environment and program support
• Ability to understand and utilize office administrative and management systems such as ERP, Microsoft 365 and other open-source platforms
• Organizational Skills
• Proven competency in MS Office, Internet, PowerPoint and related systems
• Excellent interpersonal and intercultural communication skills
• Accurate and attentive to detail
• Ability to work under pressure and meet deadlines

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

• Coordinates requests for activity funds with team members in line with approved budgets and drawdown plans, ensuring timely availability of resources for program activities.
• Process and submit expenditure requests in accordance with established procedures and proactively follow up to ensure timely approvals.
• Work closely with HR, Finance, and Operations to ensure program activities are implemented in line with organizational policies and guidelines.
• Plan and coordinate logistics, materials, and resources required for program implementation across supported teams.
• Work closely with the warehouse to ensure proper management, availability, and tracking of stock items needed for program activities.
• Maintain organized and up-to-date filing systems (both hard copy and electronic) for program documentation and correspondence.
• Coordinates team travel plans and support travel arrangements, ensuring clear communication and alignment with program schedules.
• Coordinates transport routing and driver allocation in line with organizational policies to support field activities.
• Provide ongoing support to the Program Coordinator/Manager and broader team to ensure smooth and effective program implementation.
• Schedule and prepare for meetings, including documentation and minute-taking where required, ensuring proper follow-up on action points.
• Support the maintenance of office and operational spaces to ensure a conducive working environment for program teams.
• Carry out any other programmatic and administrative duties as assigned in support of program delivery.

• Ability to understand and utilize office administrative and management systems such as ERP, Microsoft 365 and other open-source platforms
• Organizational Skills
• Proven competency in MS Office, Internet, PowerPoint and related systems
• Excellent interpersonal and intercultural communication skills
• Accurate and attentive to detail
• Ability to work under pressure and meet deadlines

• Full Grade 12 certificate
• Diploma in Business Administration/Program Management or equivalent (Degree will be an added advantage.