Administration Assistant , Kaoma, Zambia

Job Title: Administration Assistant
Location: Kaoma
Grade: D
Reporting to: to be decided
Reporting from: House Keeper
Liaises with:
All Kaoma Project staff, Director – Systems,   Administration Assistant Lusaka, Office Manager – Lusaka, Logistics & Procurement Officer, Programme Accountant, Management Accountant, Country Financial Controller
 Job Purpose:
The position will assist in ensuring effective performance of the finance and administrative functions of the Mongu Office. 
Main Duties and Responsibilities
  • Ensure that all utility bills are paid in a timely manner (electricity, water, telephone and internet) for the Office and Residences.
  • Make arrangements for workshops, meetings at the district/provincial level.
  • Provide support for visitors in the areas of accommodation, transport and per diems.
  • Report any property maintenance issues to the Office Manager for the office and the team house.
  • Deal with cash/bank transactions complying with Concern financial procedures, manual(s).
  • Prepare cash/bank vouchers and maintain files for them.
  • Maintain cash/bank books. Prepare cash/bank reconciliations.
  • Responsible for the preparation of  the monthly Funds requests in liaison with the Office Manager and DPC
  • On a monthly basis ensure that all personal phone calls made by staff have been paid for.
  • Submit the monthly financial report to the Lusaka Finance Office by the 5th of each month.
Logistics and transport
  • Manage the Office stores, being responsible for the receipt of goods as well as their despatch to project locations and all related documentation.
  • Maintain Store records and compile and submit reports as needed.
  • Ensure that the stock cards are up to date and duly signed by appropriate person
  • Responsible for ensuring the PDR process is undertaken with managed staff.
  • To adhere to and support the implementation of the Concern staff code of conduct and Programme Participant Protection Policy as described in the National Staff HR Manual
  • To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
  • To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6)
  • To contribute to and support the implementation of Concern Zambia’s Humanitarian Accountability Framework and plan.
  • Carry out any other duties as and when assigned by the supervisor.
Education and Qualifications Required:
  • School leavers certificate (grade 12)
  • Diploma in business administration or management
Skills, Knowledge and Experience
  • Experience of similar administration and logistics work, minimum 3 years
  • Experience of staff management, minimum 1 year
  • Experience of basic finance duties
  • Good computer skills; minimal requirement – Word and Excel
To apply for any of the above positions enclose the application and CV to:
The Human Resource,
Concern Worldwide,
Plot No 5466, Libala Road
Closing date for receipt of applications is Tuesday 1st March, 2016  
You can also email your application letter and CV only to cc:
Please DO NOT email academic and professional certificates as they will only be required during the interviews to the applicants who will be responded to.
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