Executive Administrative Assistant

Job description

Executive Administrative Assistant

Purpose:
The Executive Administrative Assistant will provide Executive, Administrative and Operations support to the Country Director’s office and operational support to all departments, for Marie Stopes Zambia (MSZ) to ensure and improve the performance, productivity, efficiency and sustainability of MSZ operations. The Executive Administrative Assistant is one of the public faces of MSZ and needs to create and maintain a positive image of the organisation. Public relations and awareness are key components of this position.

Marie Stopes Zambia (MSZ) is a marketing-focused, results-oriented social enterprise, which uses modern management and marketing techniques to provide reproductive and sexual healthcare. MSZ is part of the global network that is MSI Reproductive Choices (MSI). MSZ subscribes to the MSI goal and mission, which is to prevent unwanted births and to ensure the individual’s right to Children by Choice not Chance.

It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, client centered, results orientated, pioneering, sustainable and people centered.

Key Responsibilities:

Support to the Country Director’s Office

To provide administrative and programmatic support to the CD and in his absence to the Nominee
Ensures that a comprehensive diary is maintained and communicated well in advance with logistical arrangements
Act as the initial contact point for the Country Director’s Office
To manage all office expenses to support the CD’s office, and raise the necessary request for purchase requisitions
To implement and maintain robust office systems including filing and record keeping for the CD’s office
Coordinating documentation to CD’s office requiring signature.

Front Desk Operations

Phone call management: answer phone calls, screen and direct them to the relative department
Customer care: welcome visitors and direct them to the correct department, respond to visitor queries, responding in a polite and timely manner
Administrative support:  take messages, schedule appointments, file documents, organise meetings, handle mail, courier deliveries, process practicing licences for both clinical and non-clinical staff
Maintain database of all staff contact details: update and maintain the employee database with current contact details for all staff
Maintain the reception area: ensure reception area is always clean and presentable, ensure furniture and interior décor is up to speed.

Travel Management

Support local and international travel arrangements including all immigration requirements in collaboration with HR
Support and coordinate booking of flights from airlines, online or travel agencies, where possible compare flight charges and propose the best travel options
Focal point person for accommodation for all internal and external staff, ensuring that correct procurement processes are followed.

Cash Requests

Submit monthly cash requests for all office management costs within the stipulated deadline
Ensure all monthly utility bills are submitted to Finance department for payment

Office Management/Supervision

Supervise the Hygiene Assistants and staff from the cleaning company to ensure the office space is kept clean
Ensure office utilities are collected from the Inventory Controller, kept in the small inventory pantry and authorise the distribution in various offices
Coordinate meetings – Board room set up, plan for meals, have requests approved and may occasionally be asked to take minutes
Weekly monitoring of electricity meter and ensure units are topped up to avoid loss of power

Communication Management

Hard copy mail and other important document distribution, i.e. invoices, receipts, quotes etc. recipients to sign for mails delivered. Maintain register for all incoming and outgoing mail
Ensure that any internal communication is displayed on the notice board
Ensure AFB and Safeguard posters are displayed in all the offices and all in good condition

Financial Management

Petty cash requests for emergency purchases or purchases below K500 for the CD’s office and the HR Department. All requests to be retired on time with receipts.
Any other duties as assigned from time to time.

Qualifications:

Diploma / Degree in Business Administration or Social Sciences
Minimum three (3) years’ of relevant working experience in a similar role
Proven experience in providing high quality administrative and personal assistant services to senior level staff
Possess proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint and Access)
Fluent spoken and written English
Strong interpersonal skills
A self-starter with the ability to work under pressure.

Attitude:

Pro-choice
Motivated personally and professionally to develop.

Note: MSI takes a zero-tolerance approach to fraud and bribery, terrorism, money laundering, sexual harassment, sexual misconduct or any safeguarding issues. Applicants will be subjected to a Police Clearance Check and Reference Checks.

Applicants must ensure that their qualifications are certified by Zambia Qualifications Authority (ZAQA).

MSZ is an equal opportunity employer and is committed to promoting a culture of equality and diversity. MSZ will actively strive to eliminate discrimination on the grounds of age, disability, race (which includes colour, nationality and ethnic or national origins), religion or beliefs.

Deadline for applications: Tuesday 22nd April, 2025. Only shortlisted candidates will be contacted and may be required to undergo a practical assessment.