Administration Officer Healthy Learners

CAREER OPPORTUNITY

ADMINISTRATION OFFICER (1) KASAMA – FULL TIME

Healthy Learners is continuing to grow and expand in Zambia and is seeking to recruit the services of qualified talented and dedicated professionals to fill the position of Administration Officer who reports to the respective Regional Program Coordinator.

Healthy Learners is an award-winning non-profit organization committed to improving the health of children in Zambia and beyond. Healthy Learners is achieving this through our unique model of school-based community health by training teachers in community health care and making schools entry points into the public healthcare system. We currently serve over 600,000 students across Lusaka, Choma, Ndola and Kitwe, Kabwe, Solwezi, Livingstone, Chipata, Mazabuka, Monze, Mansa, Kasama, where we are working with the Zambian government to scale nationally. Visit: www.healthylearners.com

KEY DUTIES AND RESPONSIBILITIES

Office Management and administrative tasks

• Oversee office management and ensure timely payments of all utility bills.
• Work closely with the District Program Coordinator to maintain a conducive work environment in adherence to Healthy Learners’ policies, procedures, and values.
• Work with the District Program Coordinator and HQ to ensure compliance with Healthy Learner’s human resource policies and procedures.
• Support all staff appraisal processes within the district with support from HQ.
• Maintain hard copy and electronic filing systems within the district; ensure integrity
• Prepare documentation, materials, and refreshments for meetings, workshops, and training as necessary.
• Support the preparation of monthly administrative spending plans
• Support HQ in the processing of MOUs and contracts.
• Provide activity updates and regular check-ins on all tasks with the relevant technical units at HQ
• Take the lead on office security protocols, incident reporting, administrative assessments, and reporting.
• Support the management of organizational assets functionality at all times.
• Supervise office support staff

Logistics and Supply Chain Management Support 

• Support a comprehensive implementation of all procurement processes following policies
• Assess and coordinate transport requirements for district activities.
• Provide administrative support to ensure smooth logistical operations and timely execution of activities.
• Ensure all vehicles and motor bikes are effectively maintained and used strictly in compliance with policies
• Support the management of vehicle consumables and repairs.
• Supervise drivers assigned to the district ensuring compliance with vehicle management policies.
• Oversee office stores and inventories; ensure effective storage and retrieval of goods as per policies
• Coordinate with the District Program Coordinator and HQ Logistics Team to schedule the timely dispatch and delivery of materials and goods to schools.
• Work with Program and Construction teams to track supplies and equipment for distribution to partner sites
•  Maintain up-to-date information on the status of the inbound and outbound movement of goods.
• Plan and supervise the routine work of casual laborers and outsourced contractors.

Finance and Program Support Tasks

• Work with the District Regional Program Coordinator to develop procurement plans; ensure appropriate specifications of required items according to established guidelines and procedures.
• Support the preparation and consolidation of purchase requisitions in accordance with policies.
• Consolidate programs requisitions, claims, and retirements of funds for processing at HQ.
• Prepare partner cash disbursement on the online platforms.
• Coordinate travel advance requests and retirements.
• Provide the Financial Department with finance-related documentation as required.
• Support the consolidation of the various reports for the district as required by HQ
• Oversee effective management of office petty cash.

KEY QUALIFICATIONS, SKILLS AND COMPETENCES

• Must hold a degree in Business Administration, Management, business studies, or relevant business studies from a well-recognized university.
• Minimum of five (5) years of demonstrated administrative work experience
• Demonstrated hands one work experience in administrative, logistics, and finance tasks
• Strong organizational skills and good attention to detail.
• Good analytical skills with the ability to make independent judgments and decisions
• Strong Ability to identify potential problems and exhibit a high level of confidentiality
• Strong problem identification and ability to effectively resolve challenges.
• Good communication and interpersonal skills.
• Working knowledge of administrative and human resource procedures and best practices
• Experience with basic financial management and bookkeeping tasks
• Strong Microsoft Excel skills and solid proficiency in other common office applications, like Adobe/Word/Outlook, google suite.
• Experience supervising others is an added advantage.