Program Assistant
2025-06-30T09:30:39+00:00
Centre for Infectious Disease Research in Zambia ( CIDRZ )
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https://www.cidrz.org/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Health Care
Management
2025-07-02T17:00:00+00:00
Zambia
8
Description:
Reporting to Program Coordinator. The incumbent will provide administrative and logistical support required by the district teams, acting as an administrative and logistical liaison. The program assistant will be expected to track financial requests and ensure proper logistical management of all supplies.
Main Duties:
- Communicates with the team to coordinate request applications for program activities, and their implementation.
- Facilitates procurement of all required office supplies and ensure consistent availability of the supplies
- Timely facilitates processing of activity funds for provincial team activities
- Maintains an active log system on all funds request, procurement orders and deliveries
- Maintains a good hard & soft copy filing system on all program correspondence, finance requests, procurement requests and distribution and delivery notes,
- Maintains a good stock and inventory management of onsite and offsite CIRDZ assets.
- Coordinates travel plans of the teams and help them to plan/organize travel arrangements accordingly, with good communication of all parties involved in line with CIDRZ transport policies
- Plan periodic internal and external staff meetings, take/type and distribute minutes of the same timely.
- Submits and process all expense requests as per the stipulated submission procedures (retirements)
- Follow-up with provincial staff on program matters requiring timely decisions and actions
- Works with the Provincial project team lead, organize program events such as: trainings, meetings etc
- Ensures Office premises are maintained in good order.
- Proactively liaising with the Administrative Coordinator and Provincial project team lead, when problems arise, and come up with possible solutions
- Other administrative and programmatic duties as assigned
Qualifications:
- Grade 12 certificate
- Degree in Business Administration or relevant equivalent
- At least 2 years relevant administrative work experience working in a fast-paced office environment
- Proficient in Microsoft Office applications and web-based systems such as ESS and ERP
- Accuracy/eye for detail and ability to work under minimum supervision
- Ability to work independently, prioritizing workload,
- Good interpersonal skills with ability to positively engage as a team player
- Good communication skills, both oral and written
- Ability to work under pressure and meet deadlines
Communicates with the team to coordinate request applications for program activities, and their implementation. Facilitates procurement of all required office supplies and ensure consistent availability of the supplies Timely facilitates processing of activity funds for provincial team activities Maintains an active log system on all funds request, procurement orders and deliveries Maintains a good hard & soft copy filing system on all program correspondence, finance requests, procurement requests and distribution and delivery notes, Maintains a good stock and inventory management of onsite and offsite CIRDZ assets. Coordinates travel plans of the teams and help them to plan/organize travel arrangements accordingly, with good communication of all parties involved in line with CIDRZ transport policies Plan periodic internal and external staff meetings, take/type and distribute minutes of the same timely. Submits and process all expense requests as per the stipulated submission procedures (retirements) Follow-up with provincial staff on program matters requiring timely decisions and actions Works with the Provincial project team lead, organize program events such as: trainings, meetings etc Ensures Office premises are maintained in good order. Proactively liaising with the Administrative Coordinator and Provincial project team lead, when problems arise, and come up with possible solutions Other administrative and programmatic duties as assigned
Degree in Business Administration or relevant equivalent At least 2 years relevant administrative work experience working in a fast-paced office environment Proficient in Microsoft Office applications and web-based systems such as ESS and ERP Accuracy/eye for detail and ability to work under minimum supervision Ability to work independently, prioritizing workload, Good interpersonal skills with ability to positively engage as a team player Good communication skills, both oral and written Ability to work under pressure and meet deadlines
Degree in Business Administration or relevant equivalent At least 2 years relevant administrative work experience working in a fast-paced office environment Proficient in Microsoft Office applications and web-based systems such as ESS and ERP Accuracy/eye for detail and ability to work under minimum supervision Ability to work independently, prioritizing workload, Good interpersonal skills with ability to positively engage as a team player Good communication skills, both oral and written Ability to work under pressure and meet deadlines
JOB-6862593f5b893
Vacancy title:
Program Assistant
[Type: FULL_TIME, Industry: Health Care, Category: Management]
Jobs at:
Centre for Infectious Disease Research in Zambia ( CIDRZ )
Deadline of this Job:
Wednesday, July 2 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Monday, June 30 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Description:
Reporting to Program Coordinator. The incumbent will provide administrative and logistical support required by the district teams, acting as an administrative and logistical liaison. The program assistant will be expected to track financial requests and ensure proper logistical management of all supplies.
Main Duties:
- Communicates with the team to coordinate request applications for program activities, and their implementation.
- Facilitates procurement of all required office supplies and ensure consistent availability of the supplies
- Timely facilitates processing of activity funds for provincial team activities
- Maintains an active log system on all funds request, procurement orders and deliveries
- Maintains a good hard & soft copy filing system on all program correspondence, finance requests, procurement requests and distribution and delivery notes,
- Maintains a good stock and inventory management of onsite and offsite CIRDZ assets.
- Coordinates travel plans of the teams and help them to plan/organize travel arrangements accordingly, with good communication of all parties involved in line with CIDRZ transport policies
- Plan periodic internal and external staff meetings, take/type and distribute minutes of the same timely.
- Submits and process all expense requests as per the stipulated submission procedures (retirements)
- Follow-up with provincial staff on program matters requiring timely decisions and actions
- Works with the Provincial project team lead, organize program events such as: trainings, meetings etc
- Ensures Office premises are maintained in good order.
- Proactively liaising with the Administrative Coordinator and Provincial project team lead, when problems arise, and come up with possible solutions
- Other administrative and programmatic duties as assigned
Qualifications:
- Grade 12 certificate
- Degree in Business Administration or relevant equivalent
- At least 2 years relevant administrative work experience working in a fast-paced office environment
- Proficient in Microsoft Office applications and web-based systems such as ESS and ERP
- Accuracy/eye for detail and ability to work under minimum supervision
- Ability to work independently, prioritizing workload,
- Good interpersonal skills with ability to positively engage as a team player
- Good communication skills, both oral and written
- Ability to work under pressure and meet deadlines
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
Suitably qualified candidates are invited to apply. However, only shortlisted candidates will be contacted.
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