Office and Administrative Assistant, Maseru, Lesotho
The Strengthening High Impact Interventions for an AIDS-free Generation (AIDSFree) Project is a five-year cooperative agreement funded by the U.S. Agency for International Development (2014-2019). AIDSFree is implemented by JSI Research & Training Institute, Inc. with partners Abt Associates, Inc., Elizabeth Glaser Pediatric AIDS Foundation, EnCompass LLC, IMA World Health, The International HIV/AIDS Alliance, Jhpiego Corporation, and PATH. AIDSFree supports and advances implementation of the U.S. President’s Emergency Plan for AIDS Relief by providing capacity development and technical support to USAID missions, host-country governments, and HIV implementers at the local, regional, and national level.
AIDSFree is seeking an experienced Office and Administrative Assistant to support the AIDSFree program in Lesotho which focuses on supporting and protecting young girls and women through strengthening school based HIV and violence prevention education, changing norms within communities, increasing condom promotion and provision, and strengthening post-GBV care and post violence care structures. The office assistant will support the day to day management of the office, the reception of visitors, and scheduling of appointments, and will assist with some finance functions such as vendor and bill payments.
Please note that citizenship of Lesotho or possession of a Lesotho work permit is required for this position.
AIDSFree is seeking an experienced Office and Administrative Assistant to support the AIDSFree program in Lesotho which focuses on supporting and protecting young girls and women through strengthening school based HIV and violence prevention education, changing norms within communities, increasing condom promotion and provision, and strengthening post-GBV care and post violence care structures. The office assistant will support the day to day management of the office, the reception of visitors, and scheduling of appointments, and will assist with some finance functions such as vendor and bill payments.
Please note that citizenship of Lesotho or possession of a Lesotho work permit is required for this position.
RESPONSIBILITIES
- Provides direct administrative support to the AIDSFree Lesotho Project including maintaining appointment calendar and contact list.
- Organizes meetings and events, both in office and with other IPs or donors.
- Reviews all incoming correspondences and drafts responses.
- Assist in preparation of program documents and technical presentations to be given by the program team.
- Receive visitors including implementing partners, STTAs and other stakeholders. Prepare letters of invitation for consultants, grantees as well as other STTAs. Arrange hotel reservation, transportation and ticket confirmation.
- Will be responsible for review, vouching of vendor’s invoices and receipts (before payment is made),
- Raises voucher for payment, tracks and monitors payments to vendors and for work-in-progress.
- Collects the monthly telephone and electricity bills. Reviews/analyzes the bills and ensure prompt payment.
- Under supervision of the Director of Operations, makes imprest disbursement, maintains imprest ledger sheets (Petty Cash), prepare the summary sheet of expenditures with appropriate codes and requests for reimbursement through the Finance.
- Takes minutes during management/Staff meetings, processes and circulates after corrections to all staff.
- Performs all other duties as may be assigned.
QUALIFICATIONS
Minimum: First degree in management, Social Sciences or any relevant field of study. Previous work experience with international donor-funded programs. Advance qualification is an added advantage.
- Experience and knowledge of USAID administrative standards and regulations
- Excellent organizational skills
- Ability to set priorities
- Excellent written and oral communication skills and interpersonal communications
- Good knowledge of spoken and written English
- Proficient in the use of Microsoft office (Word, Power Point, Excel Access, etc)
- Ability to work independently and manage various projects on a daily basis with minimal supervision
- A demonstrated ability to work effectively and harmoniously as team member.
