Project Administrative Assistant

Project: EU Support to the National Land Audit in Zambia

The Government of the Republic of Zambia has received funds from the Delegation of the European Union to the Republic of Zambia and COMESA to enhance the administration and management of land by supporting the National Land Audit. The main objective of this assignment is to work with the Ministry of Lands and Natural Resources (MLNR) and Ministry of Local Government and Rural Development (MLGRD) to guide the development and implementation of the National Land Audit.

The project will be implemented by DAI Global Belgium Srl over a period of 36 months (3 Years). 

DAI is looking to recruit: Project Administrative Assistant

Job Location: Lusaka, Zambia
Contractor: DAI Global Belgium Srl
Period: Three (3) years (3-month Probation, Performance Based Contract)
Nature of Job: Full time
Reporting:  Project Manager/Director

Objectives of the assignment
Under the overall supervision of the HQ Project Management Team (Project Manager and Project Director), the Administrative Assistant will be responsible for supporting with, but not limited to, the following:

• Identification, set up and management of a dedicated office space;
• Performing receptionist duties: receiving and directing telephone calls, email communications, and in-person inquiries to appropriate staff members; taking and relaying messages. Conducting searches to find needed information, using the internet or any other sources.
• Carry out administrative duties such as purchase of office supplies, taking of meeting minutes, copying/ scanning/ printing/ binding- project documents, managing team calendar etc.
• Organisation of logistics for the project team as needed including car hire, airport pick-up/drop-off, flight bookings etc.
• Assist with management of project procurement including identification of relevant suppliers for goods/services, obtainment of quotes, selection of best supplier and completion of procurement processes;
• Maintenance of electronic filing system for the project, filing of contracts, payment vouchers/receipts, and other administrative and financial information.
• Development and maintenance of key financial and administrative files include monthly office Financial Expenditure Reports, Project Asset Register etc.
• Assist in financial management of the project including set-up of project bank account and management of petty cash;
• Facilitation of external expenditure verification activities: Liaison with the Expenditure Verification team to ensure all relevant documentation is provided in preparation for six-monthly audit reviews for Service Contracts implementing Projects;
• Organisation of events including stakeholder meetings, workshops and trainings;
• Assist in human resource identification and management for non-key expert positions (i.e., identify candidates, assess candidates, work on CV enhancement etc);
• Perform other related duties as required.

Skills and Competencies

• Strong verbal and written communication, as well as organizational skills.
• Excellent attention to detail and the ability to plan, organize, and prioritize multiple tasks, remaining flexible while adhering to strict deadlines.
• Strong team player with a positive attitude.
• Flexible to work under pressure and respond to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.

Education, Training and Experience

• Minimum of a Grade 12 Diploma. Higher education degree is considered an advantage;
• Preferably 3+ years of professional work experience ideally as administrative assistant working in an office environment;
• Prior experience working with/for international donors like the EU is considered an advantage;
• Relevant professional expertise related to the technical area of the assignment (land management, land use and planning, GIS, cadastre work) is considered an advantage but not necessary.

Interested candidates should submit their CV/resume electronically by 08 November 2023.

Only suitable candidates will be contacted back for an interview.