Project Administrative Assistant (PAA)

Job description

Title: Project Administrative Assistant (PAA)

Reporting Supervisor: Project Coordinator with reporting lines to the CEO

Location: Kafue

Employment Type: Initial 3-month probationary period followed by a 1-year employment contract (renewable)

Travel: Periodic visits to project sites as needed

The Harvest Fund Background

The Harvest Fund (THF) is an innovative NGO with a business impact arm. It functions as a social enterprise.The Harvest Fund’s vision is to be an enterprise that builds the agricultural economy while eradicating poverty and promoting environmental sustainability. Our mission is to improve the livelihoods of Zambian female farming cooperatives. Our work is rooted in the idea that with a supportive, holistic environment, rural subsistence farmers can adopt technical know-how, the latest techniques, and renewable energy technologies to help them eventually escape poverty.

Programme Description

The Harvest Fund has a replicable model that has scaled from one to nine women farming cooperatives across Southern and Lusaka Provinces. The Harvest Fund selects high-potential women’s cooperatives in the target areas through competitive selection criteria. The interventions with each cooperative go beyond training. On the cooperative’s land, The Harvest Fund’s service partners drill boreholes and install irrigation systems that run on solar-powered energy. Each cooperative receives fencing wire to avert crop damage by livestock. With a solar-powered irrigation system, Zambian women overcome the limitations of unreliable rainfall patterns and water scarcity. The year-round irrigated land allows each cooperative to cultivate high-value crops to reduce reliance on maize, thereby increasing their productivity and incomes. For the irrigated plot, The Harvest Fund provides the cooperatives with seeds/seedlings, agro-pesticides, and all inputs to grow those vegetables on their shared plot. The Harvest Fund will serve as the off-taker and convert the crops to packaged food (value addition through food processing) through its business arm.

Position Description

The Project Administrative Assistant (PAA) will collaborate closely with the Finance Manager and the entire team to assist in implementing project activities. This includes supporting events, outreach efforts, procurement, and organizing training sessions, partner meetings, and workshops. The PAA will be based at the Kafue office.

The PAA will also be responsible for office management, which includes welcoming and assisting visitors. They will support the implementation and adherence to The Harvest Fund’s administrative systems. Additionally, the PAA will ensure that the front office is well-maintained, which involves both digital and physical filing of documents, along with other tasks as assigned by the line manager. The ideal candidate should be self-motivated and require minimal supervision. They must be honest, diligent, and a team player.

Main Duties and Responsibilities

Roles and Responsibilities:
Preferred: Project management, business development, sales, marketing, agribusiness or digital media experience, knowledge, or interest.
Management of procurement functions.
Organisation and coordination of training and field events.
Coordination and management of front office activities, e.g. phone calls and guiding visitors.
Completion of corporate, grantor, and administrative documents and correspondence.
Maintenance of the upkeep of the front office.
Oversight of the online knowledge management system.
Management of all incoming/ outgoing travel logistics.
Oversight all incoming and outgoing mail/correspondence.
Management of the stock of office consumables.
Maintenance of a digital visitors’ log.
Any other assignment given by the line manager.

Administrative and Intra-Organisational Support:
Manage the office and support The Harvest Fund’s projects and programmes in order to achieve organisational goals.
Communicate with the Project Coordinator and the CEO regularly, preferably on a weekly basis.
Participate in regularly scheduled team meetings when called upon.
Follow necessary organisation protocols for expense filing, tracking, invoicing, etc.

Desirable Traits:
Assertive and innovative
Entrepreneurial and enterprising
Self-motivated and driven
Quick thinker and multi-talented

Required Relevant Experience
Minimum Grade 12 full certificate.
Two years of working experience as an administrative or office assistant.
Certificate or better in office management and knowledge of computers (Microsoft Office, Google Workspace and other project management tools) will be an added advantage.

This Job Description only serves as a guide and The Harvest Fund reserves the right to make changes as the need arises.

For more details on the roles and responsibilities and application process, log on to: www.theharvestfund.org/project-administrative-assistant-job

Given the large number of applications, only those who meet minimum qualifications and are successfully shortlisted will be contacted. Shortlisted candidates will be required to participate in a unique, rigorous interview process to determine their potential for success and growth at The Harvest Fund.