Study Administration Assistant

Job description

Zambart

Research and Development

to Improve Health for All

JOB OPPORTUNITIES

Zambart is an independent Zambian research organization whose headquarters is at the University of Zambia’s Ridgeway Campus in Lusaka. Zambart is globally renowned for its interdisciplinary research on HIV and Tuberculosis and has contributed to HIV and TB policy and practice at national and global levels. Zambart’s research portfolio now includes a broader scope of urgent public health issues.

Zambart staff form an interdisciplinary team with a range of expertise including epidemiology, clinical science, social science, laboratory, operations research, health systems and services research, health policy analysis, health economics, health communication and counselling.

To support our wide range of research activities, we are looking for an ambitious, suitably qualified candidate to fill the following exciting positions that have arisen:

Position: Study Administration Assistant

Reporting To: Senior Grants Officer

Job Location: Lusaka

Position Summary

The Study Administration Assistant will be responsible for front desk support and other routine administrative and logistical support to study teams to ensure smooth field operations.

Roles and Responsibilities will include but are not limited to:

·        Front office management- being the first point of contact with visitors and welcoming them and answering their enquiries warmly and courteously.

·        Answering incoming calls and redirecting them to relevant officers.

·        Ensuring that the lobby is kept tidy and clean.

·        Receiving, logging and distributing incoming and outgoing mails.

·        Managing photocopying services and billing studies on a

monthly basis.

·        Procurement of office groceries, water, and toiletries.

·        Managing the conference room user allocations and bookings.

·        Following up and ensuring routine utility and service bills are

settled timely.

·        Managing non-executive travel arrangements, including accommodation booking & reservations, flights and per diems, and other travel related logistics.

·        Coordinating and managing the logistics for study related conferences and training workshops.

·        Initiating and tracking of procurement requisitions for studies in Zambart’s automated procurement and payments system.

·        Ensuring study staff monthly talk time and data allocations are recharged timely every month.

·        Receiving goods into stores for the general stores and verifying all supplies and equipment delivered against invoices and purchase orders.

·        Issuing goods from the general stores to users.

·        Issuing, packing and preparing for mailing or shipping study forms, supplies, equipment and other materials to study sites.

Person specifications

·        A degree in Business Administration, Public Administration or equivalent.

·        Excellent computer skills in MS office (word, excel, power point)

·        Excellent people management and communication skills, including ability to communicate information accurately, clearly and as intended.

·        Two years’ experience in travel coordination, customer service, organizing events and conferences and managing front desk.

·        Should be highly organized and a self-starter.

·        Ability to operate standard office equipment such as printing and photocopying machines.

How to apply

Applicants meeting the criteria for the above jobs should send their latest CVs, three traceable reference contacts, and a cover letter outlining clearly how they meet the above criteria, to The Human Resources Officer, Zambart Head Office, Ridgeway Campus, P.O Box 50697, Lusaka or email jobs.zambart@gmail.com. Please indicate the position within the subject matter.

Closing Date:

The closing date for the receipt of applications is 29th October 2025.

Only short-listed candidates will be contacted.