Administration Assistant Zambian Governance Foundation

Reports to: Officer, Human Resource & Administration

Under the direct supervision of the Officer, Human Resources and Administration, the incumbent shall perform various administrative tasks to support the operations of ZGF

Main Duties:
Human Resource Administration

1. Organizes interviews as requested by the Officer, Human Resources and Administration, ensuring that venue is secured and properly arranged and serviced and candidates are invited according to interview schedule
2. Welcomes new staff, assisting them to complete official records and inputs their information on the Human Resource Information System (HRIS) and introducing them to their department. Refers to the HR Manual and relevant HR policies to answer any general HR related questions new staff may have, or refers them to the Officer, Human Resource and Administration
3. Maintains staff personal files involving correctly segmenting files, ensuring that all records required by policy to be filed are available on file, retrieving files for use by staff as requested and weeding out files for staff that have separated from ZGF.

Procurement

1. Maintains records of suppliers of goods and administrative services, their delivery and quality performance and reports supplier performance to relevant authorities to aid decision making on whether to maintain them or not.
2. Procures goods and services on behalf of users in a manner that ensures value for money for the ZGF
3. Raises purchase requisitions and follows up their approvals with approvers and the Assistant Accountant to ensure that such goods or services are available at the time they are required

Logistics & Fleet Management

1. Prepares schedules for the maintenance of ZGF vehicle fleet to ensure that vehicles are always kept in good serviceable condition
2. Provides support for vehicle insurance, road tax and fitness certification
3. Arranges accommodation and processes work permits for expatriate staff with the Department of Immigration as required so that the expatriate staff commence their assignments in Zambia on designated dates. Receives expatriate staff and provides them with assistance for them to settle in
4. Provides administrative support for events and meetings, ensuring that venue is secured and appropriately arranged and serviced
5. Carries out any other related administrative support duties that the Officer, Human Resources and Administration may reasonably assign from time to time.

Requirements:
Education and Training

1. Bachelor’s degree in business administration, procurement or equivalent

Work Experience

1. Two years’ of progressive experience in similar position. Exposure in with NGOs will be an added advantage.

Skills and Competencies

1. Good understanding of general procurement guidelines
2. Good verbal and written communications skills and ability to communicate with a wide range of stakeholders
3. A practical understanding of safeguarding
4. Proficiency in at least one of the four local languages, Nyanja, Bemba, Tonga or Lozi
5. Interest in ICT and willingness to work online regularly and for longer hours
6. Attention to detail
7. Good project management skills
8. Good time and workload management
9. A team player
10. Experience with Microsoft Office products including Excel, PowerPoint and Word and other online project management tools.

We are an Equal Opportunity Employer and Value Diversity

Zambian Governance Foundation is committed to creating a diverse and inclusive work environment. We value the unique talents, skills, and experiences that each applicant brings and do not discriminate based on race, religion, national origin, gender, age, marital status, veteran status, or disability status.

We actively encourage applications from all qualified individuals.