JOBS IN ZAMBIA - DAILY ZAMBIA JOBS

Monday, September 19, 2016

ADMINISTRATIVE ASSISTANT/CHAUFFEUR – USAID/ZAMBIA



OPEN TO: All Interested Candidates
POSITION: Administrative Assistant/Chauffeur
OPENING DATE: September 12, 2016
CLOSING DATE: September 23, 2016
WORK HOURS: Full-time; 40 hours/week
SALARY RANGE: FSN-8 (ZMK 154,798.58 p.a. - ZMK 242,121.75 p.a.)

BASIC FUNCTION:
This position is located in the newly-created provincial office of USAID/Zambia. The incumbent
will be responsible for day-to-day secretarial, administrative, logistical, and chauffer support to the
Provincial Team. The Administrative Assistant is supervised by the Senior Technical Advisor.

MAJOR DUTIES AND RESPONSIBILITIES:
A. Administrative Functions (60%)
Preparation of Documents:
- Packages program information for dissemination to implementing partners or for information and
public outreach on USAID’s health investments; and
- Collates and assembles information for various reports, meetings, outreach, and appointments.
Tracking Information:
- Ensures Provincial Team has adequate supplies and equipment;
- Coordinates and submits Time and Attendance Reports for Provincial Office staff;
- Maintains all required inventories of equipment and supplies procured by the Provincial Team for
day-to-day operations;
- Keeps abreast of various procedural requirements for the Provincial Team including, for example,
processing of travel vouchers and representational claims and maintains a tracking log of incoming
and outgoing project vouchers and correspondence; and
An Equal Opportunity Employer
- Orders and logs new documents and maintains the Provincial Teams’ resource libraries.
Files Management:
- Maintains and keeps up-to-date project activity and program files consistent with USAID
procedures and regulations (hard-copy and electronic);
- Maintains a filing system including chronological files of all incoming and outgoing communications
and actions taken; and
- Develops an extensive list of professional contacts in both public and private sectors related to the
Health activities, and updates and distributes it periodically to team members for their information.
Receiving and Making Appointments:
- Manages schedules of program management meetings both externally and internally, within the
Provincial Office, Government; and implementing partners;
- Makes appointments and maintains appointment calendars of the Senior Technical Advisor;
- Receives visitors, telephone calls, and handles routine inquiries, taking the appropriate action,
depending on their nature; and
- Prepares and dispatches outgoing correspondence and cables; receives and distributes incoming
communications, mail, papers and other documents.
Logistics Coordination - MeetingsWorkshops:
- Coordinates the logistical arrangements for meetings, visitors and workshops;
- Makes hotel and/ transportation reservations for out-of-town site visits for the Provincial Team;
and
- Ensures that Provincial Team has adequate supplies.
B. Chauffer (35%)
- Operates a passenger motor vehicle, light truck or other vehicle in accordance with dispatcher's
instructions to transport Provincial Office personnel, official visitors, maintenance equipment and
cargo within Copperbelt Province or around Zambia;
- Drives safely in accordance with local traffic laws and regulations;
- Maintains vehicle in a clean and serviceable condition: checks tires, oil, water, battery and fuel level
at the beginning of shift; repairs or seeks to repair and changes tires when necessary; reports motor
defects and suspected motor defects to the dispatcher or motor pool supervisor; and
- Cleans the interior and exterior of vehicle and ensures vehicle is always secure.
C. Other Responsibilities (5%)
- Acts as a requestor for all in-country (E2) travel requirements for the team;
- As part of understanding USAID’s work, occasionally visits implementing partners’ project sites as
per request; and
- Any other relevant duties as identified by the Senior Technical Advisor.

QUALIFICATIONS REQUIRED:
A. Education: A diploma in Secretarial or Business Administration or related field and a valid
local driver’s license is required.
B. Prior Work Experience: Four years’ experience in government or a commercial business in a
secretarial/administrative position. Two years’ experience driving official/work vehicle.
An Equal Opportunity Employer
C. Post Entry Training: On-the-job training.
D. Language Proficiency (level and specialization): Level IV (fluent) written and oral English
proficiency is required.
E. Job Knowledge: A good all round knowledge of general office procedures, correspondence
format, filing and appointment setting. S/he must be familiar with local traffic laws and area traffic
patterns.
F. Skills and Abilities: Must be able to prioritize, organize own work, be meticulous in filing and
details, and be able to respond to routine requests/inquiries. Demonstrated oral and written
communication skills. Must be able to maintain effective working relationships with both
supervisor and other personnel within the team and other teams. Computer literacy in at least
three software packages is required. Must have local driver’s license appropriate to the type of
vehicle operated.

POSITION ELEMENTS:
A. Supervision Received: Receives daily supervision from Senior Technical Advisor verbally or
by means of hand written or email notes. Supervisors set additional priorities and review work
accuracy.
B. Supervision Exercised: None
C. Available Guidelines: ADS Reference Series 500 references, Records Disposition Schedule
for USAID, Mission Orders and other Guidelines.
D. Exercise of Judgment: Must ensure that all incoming correspondence is logged in, and action
assigned to appropriate office. The incumbent must exercise judgment in selecting routines to make
best use of time and sets priorities for duties which are not set by supervisor.
E. Authority to make commitments: Has no authority to make commitments but may draft
responses to routine correspondence for supervisor’s signature.
F. Nature, level and purpose of Contacts: Has regular contact with all USAID personnel and
frequent contacts in person or by telephone, with senior host government officials and other
international organizations. Contact with official visitors, Zambia Government receptionists and
officials, local business official during duties as either driver or messenger.
G. Time Required to Perform Full Range of Duties: One Year

TERMS OF APPOINTMENT:
Subject to availability of funds, this will be a five-year contract, with an option to extend, depending
upon continuing need of the services.

BENEFITS:
The position has been classified at FSN-8 levels. The actual salary of the successful candidate will
be negotiated within that range depending on qualifications and previous earnings history.
An Equal Opportunity Employer

APPLYING:
Qualified candidates should send:
1. A formal application letter or cover letter;
2. A current CV;
3. Photocopies of all professional certificates and degrees;
4. A fully complete application form DS-174 (available online at
http://www.state.gov/documents/organization/136408.pdf); and
5. Contact information for at least three professional references.

SUBMIT ALL APPLICATION MATERIALS TO:
EXOZambiaHR@usaid.gov (E-mailed applications required.)
The email subject heading must read:
Application: Administrative Assistant/Chauffeur - Ndola, AID-014-16
Only short listed candidates will be contacted

Categories

NGO JOBS ICT JOBS Lusaka Finance Accountant Agriculture Administration Health Human Resources Sales Kitwe Lecturer Civil Engineer Solwezi Consultancy Legal Jobs SCHOLARSHIPS Education MEDIA AND COMMUNICATIONS Driver Jobs Mining Jobs Ndola Procurement Jobs Monitoring and Evaluation Electrical Engineering Telecommunications MTN Zambia First Quantum Minerals Ltd Project Manager Airtel Zambia ZRA Zambia Revenue Authority Community Development Jobs Kasama LMC Lumwana Mining Company Limited Marketing Zamtel Save the Children World Vision Environmental Jobs Kabwe Malawi Jobs Research Graduate Trainee Standard Chartered Bank CARE INTERNATIONAL ZAMBIA Zimbabwe AWF African Wildlife Foundation Choma GOVERNMENT JOBS Mechanical Engineering NAPSA National Pension Scheme Authority PwC Teaching Jobs UN United Nations Zambia Sugar Plc Afdb African Development Bank Mopani Copper Mines PLC Security Jobs AB Bank Zambia Customer Care FINCA Zambia MU MULUNGUSHI UNIVERSITY PATH INTERNATIONAL RDA Road Development Agency UNICEF US Embassy in Zambia BANKING JOBS CHAI Clinton Health Access Initiative COMESA Chipata FHI360 Mongu SNV ZAMBIA Sandvik Economist Internship Livingstone Plan International WaterAid Zambia Zambia Banks Zanaco Zambia National Commercial Bank AU African Union Access Bank BOZ Bank of Zambia CRS Catholic Relief Services Cavmont Bank Chingola Copperbelt Energy Corporation Democratic of the Congo Kalulushi SADC Southern African Development Community USAID Zambia BancABC Copperbelt University ECOBANK ZAMBIA Kalumbila Librarian Lubambe Copper Mine Limited UNZA University of Zambia ZTB Zambia Tourism Board Barclays Bank Zambia Center for Infectious Disease Research in Zambia Climate Change and Environment Copperbelt EGPAF Elizabeth Glazer Pediatric AIDS Foundation ERB Energy Regulation Board Lusaka University OXFAM Volunteering WFP World Food Programme ZEMA Zambia Environmental Management Agency ZICTA Zambia Information n Communications Technology Authority Zambia Breweries Plc Atlas Copco Zambia Aviation Jobs Citibank DBZ DEVELOPMENT BANK OF ZAMBIA Human Rights Jhpiego MEDICAL STORES LIMITED Mazabuka Ministry of Gender and Child Development NEPAD NPA National Prosecution Authority National Airports Corporation National Breweries PC Population Council PSI Puma Energy International Restless Development The World Bank UNDP VSO Voluntary Service Overseas ZIPAR Zambia Institute for Policy Analysis and Research ZNBS ZAMBIA NATIONAL BUILDING SOCIETY Zambia Red Cross Society ACC Anti Corruption Commission Zambia Abt Associates Blantyre British Council in Zambia CIVIL SERVICE JOBS Chamber of Mines of Zambia Chibombo Chililabombwe Chirundu Coca Cola Customer Support - Technical Support Danish Refugee Council ELECTORAL COMMISSION OF ZAMBIA ESAMI Eastern and Southern African Management Institute FNB FIRST NATIONAL BANK ZAMBIA Finca Malawi Food and Nutrition HPCZ Health Professions Council of Zambia Hospitality Jobs IRC International Rescue Committee Insurance Jobs Islamic Relief Kasumbalesa Konkola Copper Mines plc Legal Aid Board Lilongwe Lumwana MKUSHI MPIKA Maamba Collieries Limited Marie Stopes Zambia Ministry of local government and housing Mufulira NCC NATIONAL COUNCIL FOR CONSTRUCTION NFNC National Food and Nutrition Commission NHA National Housing Authority NLACW National Legal Aid Clinic for Women NRFA National Road Fund Agency NU Northrise University National Milling Corporation PACRA Patents and Companies Registration Agency PACT PIA Pensions and Insurance Authority Peace Corps Zambia Purchasing - Supplies Manager Records Management Rural Electrification Authority SUPPLY CHAIN Statistician Veterinary Council of Zambia WHO World Health Organization WWSC Western Water and Sewerage Company Workers Compensation Fund ZAWA Zambia Wildlife Authority ZDA Zambia Development Agency ZESCO Zambia Electricity Supply Corporation Limited ZICA Zambia Institute of Chartered Accountants ZWMA Zambia Weights and Measure Agency Zambia Catholic University