Administrative Assistant

2871

Background

Pact Lesotho is the Global Fund Principal Recipient under the project name Stepping Up Universal Access: A multi-sectorial Partnership Response to HIV Prevention at the Community Level. The aim of the project is to support the implementation of the Lesotho National HIV and TB Strategic Plans by targeting the vulnerable groups and key populations with Behavior Change Communications interventions while strengthening the community response and civil society organizations. Pact Lesotho seeks to recruit for the below position on a temporary contract for effective coordination of Close-out of the project (until September 2021).

POSITION TITLE

Administrative Assistant

JOB SUMMARY

Admin duties

Manage the switchboard by screening all incoming telephone calls and re-routing it to the right extension. Receives visitors in a professional and effective manner and timeously advises the staff member of their arrival in order to uphold the image of the Pact. Prepares correspondence and other documentation, drafted by staff members, and submit it for signature or endorsement according to established practices and procedures.

Maintain an accurate and updated asset management system for Pact Lesotho ensuring periodic inventory count, systematic tracking of all organizational assets including but not limited to vehicle management, all lease and rental arrangements, office contents and supplies in compliance with organizational policies and good business practices to ensure optimal and economic performance, effectiveness and efficiency in both operation and recording/reporting.

Support HR office in ensuring the disposition of assets per donor instructions Receive record and maintain sufficient stocks of office supplies and procure if need be. Schedules, prepares agenda and meeting materials and types minutes for various meetings. Support the project team in document filing and maintenance.

Coordinates, arranges, and confirms meetings. Monitor fuel consumption by verifying mileage travelled and fuel used in order to calculate fuel consumption and ensuring it reconciles with odometer readings. Ensure that vehicles are maintained in optimum working conditions by performing regular checks. Assist all departments with administrative duties and any other assigned tasks by Human Resources Office. Procurement Ensuring the appropriate use of requisitions, bid evaluations, purchase orders.

Compile all necessary supporting documentation of procurement transactions prior to payment and submit for approval and raise payments.

Contact suppliers to obtain information on price, quality and delivery capabilities for the goods/services they require. Collect quotations and supplier’s invoices. Assist in all procurement processes per donor and pact policies.

REQUIRED QUALIFICATIONS

Diploma/Certificate in Business Administration or Secretarial Studies, Procurement and Supply Chain or other related.

EXPERIENCE

At least 2-3 years’ experience in related field Experience working with International Donors such as The Global Fund, USAID Experience with Microsoft office package (Word,Excel,Outlook) Good communication skills Fluent English language skills, both written and spoken 2 years relevant International NGO experience dealing with procurement and general administration.

How to apply

Please note that only electronic submissions will be accepted

All applications must be accompanied by a Cover Letter, Curriculum Vitae, Certified Educational Certificates, and names of three (3) professional referees and emailed to the Human Resources Consultant ([email protected]) with the subject REF: ADMIN ASSISTANT.

The closing date for receipt of applications is Friday 30th April, 2021 at 12noon

Disclaimer: Only successful candidates will be contacted.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

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