Administrative Assistant

Background

Right to Care Zambia (RTCZ) has been at the forefront of public health innovation since our incorporation in 2016, providing high-impact direct service delivery and technical assistance in partnership with the Ministry of Health. Headquartered in Lusaka, we operate across the country bringing quality healthcare closer to communities.

Guided by our 2026-2030 strategic plan, we are committed to strengthening health systems and improving lives through comprehensive HIV/AIDS prevention, care, and treatment, maternal and child health, and rapid epidemic response. Our integrated approach also includes malaria and TB control, public health research, social behaviour change, laboratory services, pharmaceutical supply chain management, and addressing non-communicable diseases. As we continue to grow, we remain dedicated to excellence, collaboration, and sustainable impact in every community we serve.

Responsibilities

• Supporting implementation of RTCZ administration, travel, logistics, security, health and safety, document security and property-management procedures.
• Maintaining orderly physical and electronic operational records, registers, approvals and supporting documentation.
• Coordinating approved meetings, workshops, travel, accommodation, transport and other logistical arrangements.
• Maintaining office access, visitor, incident, maintenance and compliance records, monitoring office facilities and escalating security, safety and service-delivery concerns.
• Preparing routine administration updates and following up outstanding actions and control gaps.
• Acting as designated stores/inventory custodian, receiving, inspecting, recording and issuing goods against approved documentation and requisitions.
• Maintaining accurate stock records, monitoring balances, reorder levels and consumption, and recommending replenishment.
• Conducting monthly stock counts and reconciliations, investigating variances and preparing inventory and end-use reports for audit purposes.
• Reporting loss, damage, theft, unauthorized access and inventory-control concerns promptly.
• Supporting asset tagging, registration, branding, allocation, transfer, movement, recovery, repair and disposal in the approved asset register.
• Coordinating asset distribution and handover, maintaining signed acknowledgements and complete asset documentation.
• Participating in physical asset verification and following up variances, maintenance requirements and asset condition.
• Reporting asset loss, theft or damage and maintaining supporting evidence for audit, insurance and accountability purposes.
• Administering petty cash and debit card transactions within approved limits, authorisations and RTCZ procedures.
• Maintaining secure cash custody, transaction records, vouchers and supporting documentation.
• Following up advances, retirements and supporting receipts, and preparing replenishment, reconciliation and accountability submissions.
• Reporting shortages, unsupported expenditure, overdue retirements or suspected misuse.
• Providing day-to-day task coordination and guidance to assigned operations support staff.
• Following up activity records, logbooks, fuel documentation, inventory records, cleaning and maintenance checklists.
• Providing factual feedback to the supervisor on attendance, task completion, documentation gaps and operational incidents.
• Supporting staff onboarding, promoting teamwork, safeguarding, confidentiality, health and safety, and escalating unresolved operational issues.

Qualifications and Experience

• Ordinary level (GCSE)/ Grade Twelve
• Diploma in Business Administration, Office Administration, Management or related field.
• Minimum 2–3 years’ experience in an administrative or office support role
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Professional qualification in management, supply chain, procurement, logistics, or a related discipline (Desirable).

Technical and Behavioural Competencies

• Ability to organize and prioritize work.
• Computer literacy (Microsoft windows & office applications)
• Ability to work independently and manage multiple priorities.
• Ability to work effectively with staff at different levels of the organization.
• High level of integrity and discretion when handling confidential information.
• Ability and willingness to travel when required.

How to Apply

Applications in the form of a cover letter and CV must be submitted NOT later than 28 September 2026.

Only shortlisted candidates will be contacted.

Apply by emailing: Vacancy9@righttocare.org