Job Description

Job Title: Administrative Assistant/Driver

Job Location: Zimbabwe Country Office
Reports to: Office Administrator
Responsible for: N/A
Department: Finance and Support/ECSA-Zimbabwe Country Office

Job Purpose

The purpose of the job is to perform various driving duties and logistical support services
to support the overall office administration functions for the Zimbabwe Country Office
programmes.

Principal Accountabilities

1. Driving and Vehicle Management – 50%

 Drive Sightsavers staff and visitors for project visits in the programme areas
as required and fill in the log books daily and prepare trip summary report.
 Regularly share your travel/driving support schedule with Finance and Support
Services Manager and finally the entire team for their attention.
 Undertake care and maintenance of the organization’s vehicles. Immediately
report any repair needs for office vehicles
 Keep the vehicles that you drive clean, properly maintained and fuelled at the
designated service stations
 Prepare vehicle monthly fuel consumption analysis report and forward to
Finance for payment processing.
 Develop and maintain a regular schedule for all vehicles’ servicing, road
licences and insurance renewals. Share this schedule/report (including vehicle
fuel consumption reports) on monthly basis to the Finance & Support services
Officer Assistant (for review) and Finance & Support Services Manager (for
approval).
 Ensure that all accidents and incidents are documented and the report shared
with Finance and Support Services Manager, Country Director and relevant
government authorities.

2. Administration Functions. – 45%

 Occupy the reception desk and welcome any visitors to the office. Direct
visitors to appropriate staff, attend visitors whilst waiting and provide general
information on Sightsavers’ work as appropriate and operate the office
telephone switchboard (incoming and outgoing calls on behalf of staff)
 Undertake administrative tasks and duties including running errands including
dispatch of payments/cheques to various vendors, mail collection, delivery &
distribution of letters
 Assist Office Administrator in ensuring that all materials/goods ordered are
received as per order and stored immediately after delivery;

Incorporated under Royal Charter Registered Charity Nos. 207544 & SC038110 Royal Commonwealth Society for the Blind
  Ensuring that all materials/goods ordered are received as per order and
stored according to standard and made available to user as when required;
this includes clearing arrangements (where necessary) and delivery
arrangements to appropriate staff and partners.
 Support in clearing arrangements of office equipment/vehicles and arrange
for delivery to appropriate destinations including partner offices.
 In consultation with Office Administrator support conducting quarterly
verification/counting of all office stocks, fixed assets and timely provide
reports for management records.
 Ensure all office equipment such as Office Generator, Air Conditions, Water
Dispensers, Photocopier, Printers, telephones etc. are in good operational
state.
 Reports immediately any problems regarding the functionality of office
equipment taking place and/or any damages observed.
 Ensure availability at all times of electricity, gas and water for office use and
business continuity.

3. Other Duties – 5%
 Provide logistical support during workshops and field visits by the team,
including taking of photographs and support in developing interesting case
stories.
 Maintain good communication with visitors/guests, office and project staff,
service providers and consultants
 Any other duties related to your positions as may be assigned by the Finance
and Support Services Manager/ Country Director.

Jobholder Entry Requirements - the essential knowledge, skills and behaviours

required

Knowledge (Education & Related Experience)

 Diploma in Business Administration, Business Management or equivalent

 Certificate in Transportation preferably from National Institute of Transportation,
knowledge of vehicle mechanics is required
 Working experience in reputable organisation, preferably INGO

Skills (Special Training or Competence)

 Computer literate with minimum of Microsoft Word & Excel.

 Holder of valid and clean National Driving
 Minimum of 3 years accident free driving
 Excellent experience/knowledge of etiquettes
 Good interpersonal skills
 High degree of integrity
 Fluency in English and Swahili
 Good communication skills (both oral and written)
 Ability to work with minimum supervision.

2
Key behaviours

 Interpersonal and intercultural sensitivity

 Ability to work independently
 Quality driving
 Team working
 Social and receptive

Key relationships

Internal
 Regional Office
 Zimbabwe Country Office

External
 Government Partners
 Suppliers and Service Providers
 Local communities
 Government agencies
 Stakeholders (other NGO’s including BPOs, DPOs)

Other Comments
Local terms and conditions will apply.

Date as of: 25 May 2018