Administrative and Logistics Graduate Intern

About Us

Zimbabwe Health Interventions (ZHI) is a not-for-profit human development organisation which is registered as a Private Voluntary Organisation (PVO 17/22). ZHI’s mission is to develop and deliver innovative and sustainable high-impact, integrated health interventions to the communities we serve, while working with and strengthening existing institutions.

During the application process, ZHI will not charge any fee, nor will it require any payment for an application to be considered. ZHI is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical handicap or financial ability.

Job Description

Project Description

ZHI is the prime awardee of the Re-Ignite Innovate Sustain and Empower (RISE) program which is a five-year (October 2021 – September 2026) United States Agency for International Development (USAID) funded program. The RISE program is one of the President’s Emergency Plan for AIDS Relief (PEPFAR) funded programs through USAID that aims to disrupt the main drivers of HIV risk for adolescent girls and young women (AGYW) in Zimbabwe using a proven approach called Determined, Resilient, Empowered, AIDS-free, Mentored, and Safe women (DREAMS). The program goal is to contribute to the reduction of new HIV infections amongst AGYW 10-24 by 2026 in Zimbabwe by strengthening HIV and sexual violence prevention. We do this by keeping girls and young women HIV Free through supporting them to: 1) stay in school; 2) prevent early pregnancies; 3) prevent sexual violence; 4) access post-violence care; and 5) reduce child marriage. The program is led by a consortium partnership of ZHI, Family Support Trust (FST), and Umzingwane AIDS Network (UAN), and is being implemented in 11 districts (i.e., Beitbridge, Bulawayo, Bulilima, Gokwe South, Gwanda, Gweru, Insiza, Mangwe, Matobo, Mberengwa, and Mazowe) across four provinces in Zimbabwe (i.e., Mashonaland Central, Midlands, Bulawayo, and Matabeleland South provinces). This program is in the fourth year of implementation at a time when Zimbabwe has achieved HIV epidemic control, and the DREAMS program has also reached saturation. Moving forward, the emphasis is on consolidating program gains, improving efficiency, and simplifying service delivery models to assure sustainability of the interventions. Therefore, the program will be playing a facilitator/catalytic role whilst allowing the government and the community to take ownership and leadership of activity implementation, monitoring and reporting. 

Position Summary Under mentorship, the intern will go through a comprehensive structured program to appreciate various administrative and logistics functions,the Administrative and Logistics Graduate Intern will work under the guidance of the Admin Assistant / Regional Admin Assistant/Fleet and Logistics Officer. The primary role of the intern is to support the Administration /Procurement /Logistics department with operational support services ensuring high quality, accuracy and consistency in offering an effective clerical support in service delivery.
Duties and Responsibilities

• Support in the maintenance of an efficient, secure storage and management of our inventory and all office supplies, ensuring all relevant records/documentations are up to date and on file.
  
• Support with periodical inventory verification and monthly supplies/stock counts and reconciliations
  
• Support in arranging travel logistics for field office staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups.
  
• Support in handling all photocopying assignments, development and reproduction of documents for the field office.
  
• Supports the Admin Assistant/Regional Admin Assistant in the implementation of procurement policy and systems for ZHI procurement at field office level, including in sourcing, receiving, storage and delivery of goods/services.
  
• Support in keeping the procurement tracker up to date and assist in sharing proof of payments with vendors.
  
• Provide secretarial/clerical support at meetings, conferences and workshops, circulates same amongst the staff as required including any other operational communication
  
• Act as a receptionist, answers the telephones in an appropriate, clear and friendly manner, takes and relays messages or forwards calls, greets and directs office visitors, receives/sends correspondence, keeps fax log and any correspondence.
  
• Performs office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
  
• Support the process of ordering and stocking of office supplies such as stationery, drinking water, and other utilities to support office operations.
  
• Support with raising Purchase Requisition Forms (PRFs), Quotations, Orders and payment requests for vehicles, motorbikes, generators and bicycles.
  
• Support with booking vehicles, bikes and generators for service and following up with vendors.
  
• Support with compiling fleet files and ensuring they are up to date with all latest asset movement.
  
• Support with attending to fuel requests from drivers and riders.
  
• Support with preparation of fuel and tollgates reconciliations
  
• Distributes mail and freight services, both domestic and international, and general site operations support.
  
• Performs any other duties as assigned.
  

Requirements

The responsibilities of this position require the post holder to have regular contact with vulnerable individuals. Therefore, the candidate must have no previous safeguarding issues. The post holder is also required to comply with ZHI’s safeguarding policies and guidance. Knowledge, skills & abilities

• Knowledge of general office practices, procurement, maintenance and administrative procedures.
• Resourceful in gathering and providing information.
• Excellent written, oral, interpersonal and organization skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
• Computer skills, including knowledge of Microsoft office products. 

Qualification and experience 

• A relevant diploma or Degree in Administration/Office Management, Business Management/ purchasing, Supply Chain Management / Logistics or any equivalent.
• A minimum of one year relevant work related experience.
• Candidate must be either a rights holder, current or former volunteer or a DREAMS Ambassador in any of the 11 districts of project implementation. Knowledge of the DREAMS program is a prerequisite.
• Proven experience in general administration, procurement, asset management, logistics and events coordination.
• Must have exceptional organizational, analytical and troubleshooting skills as well as the ability to multi-task and to prioritize tasks.
• Excellent oral and written communication skills.
• Strong proficiency in MS Excel, PowerPoint and Word.
• Excellent interpersonal skills.

Application Procedure

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