Operations and Administrative Assistant
Job Overview
Position Overview
Reporting to the Senior Human Resources and Administration Manager, the Temporary Operations and Administrative Assistant will play a central role in the smooth day-to-day running of the CHAI Zambia office. Serving as the first point of contact for visitors and callers, the post-holder will manage the front office with professionalism and warmth, while providing broad administrative and logistical support to the country team. This is a fixed-term position through 31 December 2026.
Key Responsibilities
- Coordinate the reception area professionally including answering the telephone and placing outgoing calls for CHAI staff, welcoming the organization’s guests, relaying messages, and projecting a professional image of the organization.
- Support the distribution of incoming and outgoing mail and forwarding to the relevant staff.
- Receive and send correspondence and maintain logs of all office correspondence in a confidential and secure manner.
- Support development and maintenance of client relationship database of key contacts at the Ministry of Health (MOH), donors, and partners.
- Maintain a proper, user-friendly filing and document control system for recording and tracking all documents.
- Coordinate logistical support for conferences, site visits, workshops, and accommodation, including arranging transport and airport pick-ups and drop-offs for local, visiting, and travelling staff on request.
- Facilitate country team meetings, ensuring meeting rooms, equipment (e.g., projectors, speakers), and refreshments are set up and ready in advance.
- Provide secretarial support as requested, including photocopying, printing and scanning documents for staff.
- Obtain quotes and process payment requests for limited procurements such as office supplies and car hire services, in line with CHAI guidelines and donor requirements.
- Monitor contracted services such as garbage collection, cleaning to ensure they are delivered in accordance with contractual obligations.
- Help maintain the general cleanliness of the office to support a good working environment at all times.
- Perform other duties as requested or assigned.
Qualifications
- Diploma in Business Administration, Office Management, Secretarial Studies, or a similar qualification from a recognized college or university.
- At least three years of experience in a similar role in a reputable organization.
- Good planning and organizational skills.
- Strong attention to detail and accuracy.
- Well-developed interpersonal and communication skills.
- Professional appearance and manner.
- Computer literacy, specifically Microsoft Word, Excel, and email
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