Vacancy: Administrative Assistant

Reporting to the Operations Manager, the Administrative Assistant (AA) will ensure the efficient running of general office operations including premise & equipment management/ maintenance and establishing and managing relevant filing and other administrative systems. S/he will provide support in contract administration for consultants/ agencies hired for various professional/ technical services by GALZ from time to time. S/he will also oversee the logistical support required for GALZ programme activities, including organizing of meetings/ workshops. The person will also be responsible for line managing line staff.

Responsibilities
- Responsible for day-to-day office maintenance (both premises & equipment) in a systematic manner and ensuring smooth functioning of office
- Managing the maintenance schedules for all major office equipment and services including, IT equipment, photocopiers, security services, etc. through annual maintenance contracts
- Managing the procurement of regular office consumables like office stationery items, kitchen consumables, etc. in a timely manner and following the procurement policy ensuring value for money
- Supporting the Operations Manager in the procurement process by getting quotations, preparing market survey, etc. for the procurement of equipment/ services in line with the procurement policy of GALZ
- Managing the petty cash requirements for regular office expenditures and ensuring timely settlement of petty cash account with the Finance Office
- Supporting the Operations Manager in maintaining the asset management system in the organisation and be responsible for keeping the asset register in an up-to-date manner
- Developing and maintaining electronic user-friendly filing systems relating to office administration – including the development and maintenance of databases and mailing lists for contacts and dissemination purposes, in conjunction with staff from the Programme department
- Providing general office support when necessary, including manning reception area and minute-taking at internal meetings

Qualifications
- A minimum of a diploma in any business related qualification from a reputable institution such as CIS, IAC, and IPMZ. Membership of a professional body is a distinct advantage
- A higher qualification would be an added advantage
- Appreciation of human resources practices
- At least two years experience in a similar position within an NGO environment
- Appreciation of community development and donor procedures a must-have

Interested and qualified candidates who match the profile are invited to submit by email their CV and application to: jobs@galz.co.zw with subject heading “Admin Assistant Application”

Application deadline: 27 April 2013
Only short listed candidates will be contacted.

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