Administrative Assistant

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Millennium Project Completion Agency Zambia Limited

The United States of America, acting through the Millennium Challenge Corporation (MCC) and The Republic of Zambia acting through its Government (The “Government”) entered into a Millennium Challenge Compact for Millennium Challenge Account assistance to help facilitate poverty reduction through economic growth in Zambia on 10th May, 2012 (The “Compact”) in the amount of Three Hundred and Fifty Four Million Seven Hundred and Fifty Seven Thousand Six Hundred and Forty United States Dollars (USS 354,757,640) (“MCC Funding. The Millennium Challenge Account Zambia Limited (“MCA-Zambia”) was designated as the accountable entity for purposes of implementation of the Lusaka Water Supply Sanitation and Drainage Project. The Compact expired on 15th November 2018 (“Compact End Date”). The Government, in accordance with its obligations under the Compact, designated Millennium Project Completion Agency Zambia Limited (MPCA Zambia), a subsidiary of MCA-Zambia, as an additional accountable entity for purposes of implementation of any activities that would be incomplete by the Compact End Date, such activities to be funded by the Government (“Government Funding”) and together with MCC Funding”, “Compact Funding” In December 2021, the Millennium Challenge Corporation (MCC) selected Zambia as eligible to develop a second Millennium Challenge Compact (the Compact”), five-year grant programme. Based on this eligibility, in February 2022, the Government of the Republic of Zambia (GRZ) designated MPCA-Zambia as the entity to spearhead the development of Compact II and related activities, working closely with MCC and all other stakeholders. The activities include conducting diagnosis of the constraints to economic growth and poverty reduction, prepare concept notes, develop proposals and plan for project implementation MPCA-Zambia now invites suitably qualified individuals to apply for the following positions;

Reports to: Economist

Job Purpose:

To perform administrative support activities for multiple Sectors and Compact II Development activities

Key Responsibilities:

  • Adheres to all relevant requirements, policies, procedures and legal regulations as required by MCA-Zambia and relevant to the level of the role and responsibilities of the function
  • Participates in the management of the office premises (electricity, water, and sundry bills, including subcontracted cleaning activities).
  • Supervises activities concerning the maintenance of the office, security and transport;
  • Supervises Receptionist and Office Assistants to ensure office building is maintained;
  • Prepares documents and schedules for MCC Missions to Zambia.
  • Plans and controls movements of staff to establish the monthly attendances record.
  • Prepares reimbursement requests for Sector Personnel and other required payments.
  • Prepares and follows up the inventory of the office equipment and supplies.
  • Prepares quarterly reports for non-expendable equipment for submission to direct supervisor.
  • Handles fuel management-fuel requests and fuel usage logbooks.
  • Prepares Sector requests for general administrative services.
  • Follows up on the administrative procurement process on behalf of all Sectors.
  • Manages Sector supplies and equipment.
  • Organizes staff meetings, attends them and write the minutes.
  • Arranges travel plans for Sector staff: hotel bookings and confirming traveling tickets.
  • Assists Sector Staff travel in ensuring travel advance retirements are submitted timely,
  • Performs any other relevant duties as directed by Superiors.

Required Qualifications and Experience:

  • Grade 12 School Certificate with a minimum of five (5) ‘O’ levels (credit or better).
  • Diploma in office administration or equivalent.
  • Certification in administration desirable.
  • Three (3) years of relevant experience in administration or program support service.
  • Experience in use of computers and office software packages (MS Word, Excel, etc.).
  • Experience in use of Management Information Systems.
  • Flexible and able to multitask and handle different superiors.
  • Experience assisting management with the creation of PowerPoint presentations
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
  • Experience scheduling travel arrangements.
  • Strong calendar management skills.
  • Excellent interpersonal skills.
  • Excellent written and spoken English.

Method of Application

Interested candidates who meet the above stipulated qualifications should send their application letters, Curriculum vitae, three traceable referees and photocopies of relevant certificates to this email:

Masautso Nyathando (Dr)

Beatmas Human Resources Consultant Ltd

Plot 5499B, Lunsemfwa Road, Kalundu

P. O. Box 32830

Lusaka, Zambia.

Application deadline
30 Jul 11:43