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Copperbelt, North-Western Provinces, Zambia, Africa
Career Level:
Three Years (3+ years experience)
Job type:
Full time

Senior Administration Officer

About this job

Our Client John Snow, Inc. (JSI) seeks highly qualified and accomplished public health leaders and providers for the recently awarded United States Agency for International Development (USAID)/PEPFAR-funded Supporting an AIDS-Free Era (SAFE) Project in Zambia. The five year project which will be led by JSI in partnership with Abt Associates, mothers2mothers, and the Catholic Medical Mission Board, will work to reduce HIV mortality, morbidity and transmission, while improving nutrition outcomes and family planning integration in three provinces: Central, Copperbelt, and North-Western.

USAID/PEPFAR SAFE will work with the GRZ, private sector and civil society institutions at the national, provincial, and district level to increase access to ART for HIV positive adults and children, reduce the incidence of new infections, improve Nutritional Assessment, Counseling and Services (NACS) and family planning services, and increase the capacity of local health institutions to better serve affected populations.


ROLES: Senior Administration Officer - Copperbelt, Northwestern


The Senior Administration Officer is a full-time position based in the three provincial offices. S/he will provide administrative and logistics support services to personnel for the SAFE Project. S/he will be instrumental in the operation of the project office, and will be responsible for general secretarial duties. Being the first face visitors are greeted with the individual will need to be friendly, knowledgeable and hospitable!

  • Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;
  • Receive and answer fax/telephone calls/conference calls and greet all visitors using a professional and courteous manner and direct them to appropriate person;
  • Oversee office upkeep in terms of needed repairs and daily cleaning;
  • Assist with the management of travel arrangements for personnel and visiting headquarter staff, if applicable, including hotel bookings and airline reservations;
  • Create and manage JSI welcome packages for visitors;
  • Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;
  • Manage office filing system and handling official documents confidentially;
  • Assist to arrange and coordinate staff retreats and office events;
  • Distribute office mail and send out mail/packages to the appropriate hosts and couriers;
  • Set-up and maintain a computerized tracking sheet for all correspondence sent from personnel to other staff and partners;
  • Manage office stationery stock, other office supplies and maintain stationery tracking sheet.
  • Help in the organization of conferences/retreats with maintaining schedules and ordering food; and
  • Perform other tasks as required.


  • Minimum of grade 12 certificate and additional certificate or qualification in office management;
  • Minimum of 3 years experience in a similar office administrative position;
  • Demonstrated ability to manage time and perform to strict deadlines;
  • Ability to manage office equipment like computers, fax machines and projectors;
  • Good filing and secretarial skills;
  • Proficient in Microsoft Word, Excel, and PowerPoint software;
  • Ability to multi-task with a high level of accuracy and attention to detail;
  • Excellent written and verbal English skills;
  • Strong communication and interpersonal skills; and
  • Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.


  • Preference will be given to residents of the province for the position being recruited.
  • Send an application via email to jobs@lauraandpartners.com and cc to saferecruitment@jsi.com.
  • In the subject line please indicate the position you are applying for;
  • Only those applications that reference the position in the subject line will be reviewed.
  • Your application should consist of a cover letter and CV with three contactable referees (email, phone and full addresses).

CLOSING DATE: Friday, 23 February 2018

Developed by Figo Mago at www.tandolin.co.za
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We have moved!


Our new physical address is Stand Cv16 Comesa Village, Showgrounds, P.O Box 51388, LUSAKA 10101, ZAMBIA.



You can reach us on the following Phone Numbers:


+ 260955887437, +260977887437