Administrative and Logistics Assistant

Job Description

As the PMI Evolve Zambia Administrative and Logistics Assistant, you will be responsible for performing the administration and logistics functions in support of all project activities following all relevant Abt policies and procedures. Under direction of the Finance and Administrative Manager, you will be responsible for providing a wide range of administrative and logistical support to the project office in Chipata.

Core Responsibilities

• Assist in planning logistics for project meetings/seminar/trainings, providing the location and materials, as well as supervising the process of paying per diem and snacks/meals.
• Assist the Procurement Manager in making procurements, including distributing solicitations, gathering quotes, and requesting invoices.
• Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.
• Prepare project vehicles fuel tracking reports and reconcile the same with reports from filling stations.
• Answer incoming telephone calls, take complete and accurate messages for people who are not available, and ensure they receive the messages.
• Purchase, store and distribute office supplies.
• Ensure timely settlement of office bills.
• Make logistical arrangements for project staff traveling outside their region or for international visitors.
• Assist the Finance and Administration Manager in updating the inventory list of the projects in the province.
• Manages the project's inventory control system in the province, including storage and inventory record-keeping.
• Receipt and delivery of goods to the provincial warehouse.
• Processing appropriate hard copy and/or digital supply chain documentation to document stock movement and updating stock cards to assure an accurate count of commodities at the provincial warehouse.
• Supervises the storage, distribution, and transport of commodities and equipment to operational sites.
• Requires frequent field travel, sometimes in remote areas.
• Work may involve handling insecticides and protective equipment in controlled environments.
• Occasional weekend or evening work during peak IRS or ITN campaign periods.

Education

Bachelor's degree in business administration and supply chain management or a related field.

Experience

At least 4 years of experience in logistics and supply chain management.

Minimum Requirements

• At least 4 years of relevant professional experience in office administration.
• Practical experience in implementing or supervising logistics.
• Strong planning, organizational and supervisory skills.
• Ability to analyze data and prepare clear reports.
• Ability to assess problems and develop solutions.
• Excellent inter-personal communication skills and excellent organization skills.
• Team player with strong coordination and problem-solving abilities.
• Preference for candidates who have experience that relates to donor funded projects or other international development experience.
• Experience working with local health systems and partners at district or provincial levels will be an added advantage.
• English language fluency.