Operations and Logistics Officer Pact

Pact Overview
At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 -year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Department Overview

Pact seeks a highly qualified Operations and Logistics Officer to work on Pact Zambia’s portfolio of projects. These include CHEKUP, ACHIEVE and most importantly the five-year USAID/Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030.

The Ndola Operations and Logistics Officer will support the Operations Manager in overseeing and managing various aspects of the organization’s day-to-day operations to ensure a smooth and efficient work environment. Your role will encompass general administration, utilities management, security coordination, office supplies management, event organization, as well as supporting asset and fleet management. Your attention to detail and ability to multitask will be essential in maintaining a productive and efficient workplace.

Duties & Responsibilities

General Administration:

• Support the Operations Manager to manage and maintain all project office supplies, ensuring their availability and timely replenishment. Submit a monthly usage report and coordinate with provincial teams to establish a quarterly re-order system for stationery and office supplies, to avoid any stock-outs.
• Handle incoming and outgoing correspondence, including emails, letters, and packages.
• Maintain and update various administrative records, databases, and filing systems.
• Help with scheduling meetings, appointments, and travel arrangements for staff.

Facilities and Utilities Management:

In consultation with the Operations Manager, establish a lease and services tracker and ensure all project leases and service agreements are up-to-date.

• Coordinate with property owners to submit invoices in a timely manner and submit to finance for payment when due.
• Ensure all properties are in good condition and liaise with landlords to resolve all maintenance/repair issues efficiently.
• Oversee the efficient functioning of office utilities, such as electricity, water, and internet services
• Coordinate with Provincial operations staff to ensure that all office utilities bills are reviewed and submitted to finance in a timely manner to avoid interruptions.
• Coordinate with provincial operations staff to ensure all cleaning and maintenance agreements are in order and that premises are always maintained in good and hygienic order.
• Monitor utility usage and explore strategies for energy conservation.

Events Management:

• Support the Operations Manager to organize and execute internal and external events, such as meetings, workshops, conferences, and seminars.
• Support the Provincial teams and Procurement Manager with co-ordinating vendors, suppliers, and service providers to ensure event requirements are met.
• Track expenses, and follow-up with vendors to submit invoices for processing in a timely manner.
• Assist in event logistics, including venue selection, catering, audio-visual setup, and event registration.

Security Coordination:

• Collaborate with security company to maintain a secure and safe work environment.
• Work with provincial operations staff to ensure all provincial and district offices are adequately secured.
• Act as custodian of all office keys at Lusaka head office, and ensure the offices are locked and opened according to set office hours.
• Implement security protocols and procedures for the protection of employees, visitors, and company assets.
• Ensure incident and police reports are submitted for any missing, stolen goods within 7 days of an incident.

Asset Management Support:

• Assist the Logistics team in tracking and maintaining the organization’s assets, including office equipment, furniture, and clinical supplies/consumables.
• In consultation with the Operations Manager, perform periodic asset audits to ensure accurate records and asset condition.
• Collaborate with relevant teams to address asset-related issues and facilitate repairs or replacements as needed.

Fleet Management Support

• Assist the Operations Manager in overseeing the ZIH Project fleet
• Work with the Fleet supervisors to ensure all vehicles are serviced, always repaired and road-worthy
• Coordinate with the fleet supervisors to submit procurement requisitions and vehicle service quotes in a timely manner, and follow-up with procurement on issuance of relevant purchase orders
• Support the Operations Manager with timely submission of invoices and follow-up with finance to ensure all invoices are paid on time.

Qualifications & Competencies

• Bachelor’s degree or Higher Diploma in Business Administration or a related field is preferred.
• 5 years of proven experience in administrative roles, event management, and/or logistics.
• Strong organizational and time-management skills, with the ability to multitask effectively.
• Excellent communication and interpersonal skills to interact with various stakeholders.
• Attention to detail and a high level of accuracy in managing records and documents.
• Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of asset management principles and practices is an advantage.
• Ability to work independently as well as part of a team and adapt to dynamic work environments.
• Demonstrated problem-solving skills and the ability to remain composed under pressure.