Administrative Assistant Job at Jack Kawinga Limited | Lusaka

 

JACK KAWINGA LIMITED

ADMINISTRATIVE ASSISTANT

Lusaka, Zambia

Jack Kawinga Limited is looking for a dynamic and organised individual to join our team as an ADMINISTRATIVE ASSISTANT

We are seeking a suitable, qualified, organised and responsible individual to provide administrative and operational support to the company. The successful candidate will demonstrate integrity, confidentiality, good organisation and the ability to work with minimum supervision.

KEY RESPONSIBILITIES

1. Front Office Management

• Manage the front office/reception desk and provide a professional first point of contact for visitors and clients.
• Receive and direct telephone calls, correspondence, visitors and enquiries.
• Maintain an orderly and professional reception and office environment.

2. Petty Cash Management

• Manage and account for office petty cash.
• Maintain accurate records of receipts, payments, vouchers and supporting documentation.
• Prepare regular petty cash reconciliations for submission to management/accounts.

3. Tender Documentation

• Assist in the preparation, compilation, printing, filing and submission of tender documents.
• Maintain and regularly update standard company documents required for tender submissions.
• Assist in monitoring tender submissions requirements and deadlines.

4. Office Stationery and Utilities

• Manage and monitor office stationery and other consumable supplies.
• Maintain appropriate stock levels and records of stationery used.
• Monitor office utility requirements and ensure bills and service requirements are brought to management's attention in good time.

5. Company Vehicle Fleet Administration

• Maintain administrative records for the company's vehicle fleet.
• Coordinate and follow up on monthly vehicle inspections and check-ups.
• Monitor vehicle servicing schedules, road tax, insurance, fitness requirements and other documentation.
• Report upcoming vehicle maintenance requirements to management.

6. Maintenance Schedule Follow-Up

• Maintain a schedule/register of maintenance works undertaken by the company.
• Follow up on maintenance and service works that are due.
• Liaise with relevant supervisors, technicians and clients regarding scheduled maintenance.
• Provide management with updates on outstanding and upcoming maintenance works.

7. General Administration

• Maintain proper office filing and record-keeping systems.
• Assist with correspondence, reports, photocopying, scanning and document preparation.
• Perform other reasonable administrative duties assigned by management from time to time.

MINIMUM REQUIREMENTS

• A Diploma or Certificate in Business Administration, Office Management, Secretarial Studies or a related field.
• Good computer skills, particularly Microsoft Word and Excel.
• Good written and verbal communication skills.
• Basic bookkeeping and numerical skills for petty cash management.
• Good organisational and record-keeping abilities.
• Ability to work independently and follow assignments through to completion.
• High levels of honesty, integrity, confidentiality and attention to detail.
• Previous administrative experience will be an added advantage.

PERSONAL ATTRIBUTES

• Honest, trustworthy, well organised and responsible.
• Presentable and professional.
• Proactive and able to follow up matters without constant supervision.
• Able to communicate effectively with clients, suppliers, staff and management.
• Willing to learn and take on additional administrative responsibilities.

HOW TO APPLY

Interested candidates should submit:

• An application letter;
• An updated Curriculum Vitae (CV);
• Copies of relevant academic/professional qualifications; and
• Contact details for at least two referees.

Position: Administrative Assistant

Employer: Jack Kawinga Limited

Location: Lusaka, Zambia

Phone: 0970447109

Email: siliya@jackkawinga.com

APPLY BY EMAIL

Only shortlisted candidates will be contacted for interviews.

Recruitment Notice: Applicants are advised not to pay money to anyone for recruitment, job placement, interviews, employment or any recruitment-related service.