AFROCAB Overview:

AFROCAB Treatment Access Partnership (AFROCAB) is an African network of HIV community leaders and advocates working to accelerate access to optimal HIV and co-morbidity treatments and prevention products. AFROCAB primarily operates in sub-Saharan Africa, with a secretariat in Zambia and a network of people in twenty-two countries. AFROCAB was established in 2011 to facilitate community treatment access dialogue with multinational and generic drug manufacturing companies, policymakers, UN agencies, civil society organizations, and others working on anti-HIV drugs and clinical research of new molecules and diagnostics. Currently, AFROCAB is focused on three key areas: global advocacy, building global national and regional networks, and building country responses and coordination, all to move toward creating an ecosystem approach to addressing the complexity of delivering the highest quality and most cost-effective treatment of HIV and comorbidities in Africa.

Position Overview:

AFROCAB is seeking a highly organized and detail-oriented Administrative Associate to manage documentation, coordinate meetings, oversee procurement, maintain compliance records, support IT systems, and strengthen team operations.

Key Responsibilities:

Administrative Support

• Manage and maintain office files, records, and documentation.
• Draft and edit correspondence, reports, and other documents as needed.
• Schedule and coordinate meetings, appointments, and events.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.

Office Management

• Maintain inventory of office supplies and place orders when necessary.
• Ensure the office is clean, organized, and well-equipped for daily operations.
• Liaise with service providers for maintenance, repairs, and other office needs.

Support to Teams

• Responsible over organizing meetings, meeting materials, venue, logistics notes etc.
• Assist in preparing presentations and reports.
• Take clear meeting minutes, capturing key decisions, action points, and responsibilities promptly.
• Coordinate travel arrangements and logistics for staff and visitors.
• Provide administrative support to specific projects or programs as directed.

Compliance and Record-Keeping

• Ensure proper documentation and filing of organizational records.
• Maintain confidentiality of sensitive information.

Procurement and Vendor Management

• Responsible over the procurement process by gathering quotes and ensuring compliance with procurement policies.
• Maintain accurate and up-to-date records of purchases, contracts, and vendor agreements.
• Coordinate with vendors and suppliers to ensure timely delivery of goods and services.
• Support the preparation of procurement reports and documentation for audits and donor compliance.
• Monitor inventory levels and liaise with vendors to restock office supplies and equipment as needed.
• Ensure all procurement activities align with organizational policies and donor regulations.

IT Support and Maintenance

• Provide first-level IT support to staff, maintain and update office equipment, manage data backups, and ensure accurate records of IT assets.
• Coordinate with external providers, oversee IT security measures, and ensure systems remain operational, secure, and compliant with organizational policies.

Qualifications:

• A bachelor’s degree in business administration, Procurement, or a related field
• At least 3 years of experience in the NGO sector
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) email systems, and online and virtual collaboration tools such as Teams, ZOOM, Google meet.
• Excellent communication and interpersonal skills.
• Integrity, discretion, and commitment to confidentiality.
• Willingness to learn and adapt in a fast-paced environment.

What We Offer:

• Competitive compensation package (contractual)
• Opportunity to contribute to meaningful, impactful programs and advocacy efforts.
• A dynamic and inclusive work environment

Please note: Only shortlisted candidates will be contacted.

• Manage and maintain office files, records, and documentation.
• Draft and edit correspondence, reports, and other documents as needed.
• Schedule and coordinate meetings, appointments, and events.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Maintain inventory of office supplies and place orders when necessary.
• Ensure the office is clean, organized, and well-equipped for daily operations.
• Liaise with service providers for maintenance, repairs, and other office needs.
• Responsible over organizing meetings, meeting materials, venue, logistics notes etc.
• Assist in preparing presentations and reports.
• Take clear meeting minutes, capturing key decisions, action points, and responsibilities promptly.
• Coordinate travel arrangements and logistics for staff and visitors.
• Provide administrative support to specific projects or programs as directed.
• Ensure proper documentation and filing of organizational records.
• Maintain confidentiality of sensitive information.
• Responsible over the procurement process by gathering quotes and ensuring compliance with procurement policies.
• Maintain accurate and up-to-date records of purchases, contracts, and vendor agreements.
• Coordinate with vendors and suppliers to ensure timely delivery of goods and services.
• Support the preparation of procurement reports and documentation for audits and donor compliance.
• Monitor inventory levels and liaise with vendors to restock office supplies and equipment as needed.
• Ensure all procurement activities align with organizational policies and donor regulations.
• Provide first-level IT support to staff, maintain and update office equipment, manage data backups, and ensure accurate records of IT assets.
• Coordinate with external providers, oversee IT security measures, and ensure systems remain operational, secure, and compliant with organizational policies.

• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) email systems, and online and virtual collaboration tools such as Teams, ZOOM, Google meet.
• Excellent communication and interpersonal skills.
• Integrity, discretion, and commitment to confidentiality.
• Willingness to learn and adapt in a fast-paced environment.

• A bachelor’s degree in business administration, Procurement, or a related field
• At least 3 years of experience in the NGO sector