Temporary Operations and Administrative Assistant

Job Posting Organization:
The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization founded in 2002, primarily in response to the HIV/AIDS epidemic. Its mission is to save lives and reduce the burden of disease in low- and middle-income countries. CHAI works closely with governments and the private sector to create and sustain high-quality health systems. Over the years, CHAI has expanded its focus beyond HIV to include infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis, as well as non-communicable diseases like cancer and diabetes. The organization operates in 40 countries and is committed to maximizing sustainable impact at scale, ensuring that solutions are led by governments and designed for national scalability. CHAI values diversity and inclusion, recognizing that a diverse workforce enhances its mission and effectiveness.

Job Overview:
The Temporary Operations and Administrative Assistant will report to the Senior Human Resources and Administration Manager and will be integral to the daily operations of the CHAI Zambia office. This role is crucial as it serves as the first point of contact for visitors and callers, requiring a professional and warm demeanor. The assistant will provide broad administrative and logistical support to the country team, ensuring that the office runs smoothly. This position is fixed-term and will last until 31 December 2026, emphasizing the importance of stability and continuity in the administrative functions of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Temporary Operations and Administrative Assistant include coordinating the reception area, managing incoming and outgoing mail, maintaining a client relationship database, and ensuring proper document control. The assistant will also coordinate logistical support for various events, facilitate team meetings, provide secretarial support, process payment requests, monitor contracted services, and maintain office cleanliness. Additionally, the assistant will be expected to perform other duties as assigned, showcasing flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must possess a diploma in Business Administration, Office Management, Secretarial Studies, or a similar qualification from a recognized institution. They should have at least three years of experience in a similar role within a reputable organization. Strong planning and organizational skills, attention to detail, well-developed interpersonal and communication skills, a professional appearance, and computer literacy, particularly in Microsoft Word, Excel, and email, are essential qualifications for this position.

Educational Background:
The educational background required for this position includes a diploma in Business Administration, Office Management, Secretarial Studies, or a related field from a recognized college or university. This educational foundation is crucial for understanding the administrative and operational tasks that the role entails.

Experience:
The position requires a minimum of three years of experience in a similar administrative role within a reputable organization. This experience is vital for ensuring that the candidate is well-versed in the responsibilities and challenges associated with administrative support in a health-focused organization.

Languages:
While the job description does not specify mandatory languages, proficiency in English is likely essential given the international nature of CHAI's work. Additional local languages may be beneficial but are not explicitly required.

Additional Notes:
This is a fixed-term position lasting until 31 December 2026, indicating a commitment to providing stability in the role. The position is full-time, and CHAI is an Equal Opportunity Employer, promoting fairness and respect in the workplace. The organization values diversity and inclusion, which is reflected in its hiring practices and workplace culture.