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Office Assistant 4 / Receptionist - SUFP2

Organization Overview

• The International Health Division is committed to the improvement of health and healthcare delivery around the world.

• Serving both the public and private sectors, our efforts include health policy research and evaluation, health promotion and disease prevention, health finance, and health systems management.

• Our impact is felt in policies that ensure healthcare access for women, children, and individuals with special needs, in strengthening health infrastructures, and HIV/AIDS solutions.

Opportunity

• Abt Associates seeks a qualified Office Assistant 4 / Receptionist to support the International Development Division and the SUFP2 project in Zambia.

• The Office Assistant 4 / Receptionist performs a variety of clerical and administrative support duties with minimum supervision.

• This position can either support a technical or an administrative unit.

• Under the supervision of the SUFP 2 Finance and Administration Manager, the Office Assistant 4 / Receptionist provides administrative and logistical support to the Zambia SUFP2 Project Office.

Key Roles and Responsibilities

• Answer incoming telephone calls, and take detailed messages, including the complete name of the caller and the telephone numbers for returning the calls. Ensure that SUFP2 staff receive their messages promptly.

• Greet all project visitors, request them to sign in (name, time, and who they are visiting), contact the SUFP2 project staff member with whom they are meeting. Do not permit any visitors to move unaccompanied around the offices.

• Compose, distribute and file routine external and internal SUFP2 correspondence (including MOH, NMCC, DFID, home office) when needed.

• Develop and maintain a comprehensive project phonebooks, both in hardcopy and electronically, with contact information for all frequent business partners in Zambia and elsewhere. Respond to staff requests for contact information.

• Assist in hotel reservations and/or obtaining travel confirmation for consultants, as requested.

• Perform photocopying.

• Carry out or make arrangements for office maintenance tasks and repairs.

• Supervise the performance of the Security Guard(s), in light of SUFP2 security procedures.

• Assist in the preparation and collating of materials for meetings, conferences, and workshops.

• Maintain the daily staff attendance log and make sure that staff sign in and out, indicating where they are going

• Assist project staff with basic word-processing, computer graphs, and other tasks, as needed.

• Purchase, store and distribute office supplies.

• Ensure timely settlement of office bills.

• Manage local procurements for office supplies and other requirements.

• Assist with making logistical arrangements for project events and field activities.

• Make logistical arrangements for project staff traveling outside their region or for international visitors.

Preferred Skills / Prerequisites

• (0.5) year of experience and high school diploma OR the equivalent combination of education and experience.

• Six (6) months of experience in office administration, project assistance, and other related work.

• Willing to take initiative and work as a team member on multiple teams.

• Time management skills and ability to work under pressure.

• Excellent interpersonal communication skills.

• Proficiency in Microsoft Excel, Word, and PowerPoint.

• Advanced written/oral skills in English; knowledge of Zambian national languages is an advantage

Minimum Qualifications

• (0.5) year of experience and high school diploma OR the equivalent combination of education and experience.

• Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce.

• Abt Associates provides market-competitive salaries and comprehensive employee benefits.

• Local candidates strongly encouraged to apply.

How to Apply

Submit your CV and Application on Company Website:

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