Administrative Officer Alliance For Children Everywhere Zambia

Background: The Alliance for Children Everywhere Zambia (ACEZ) is seeking a self-driven and experienced individual to join its dynamic team as an Administrative Officer.

With over 25 years of impactful work in Zambia, ACEZ supports vulnerable children, families, and communities through education, family strengthening, and care reform initiatives. The Administrative Officer will be responsible for coordinating transport, logistics, facility management, and administrative operations essential to the organization’s daily functioning.

This role requires someone who is not only self-motivated and proactive but also brings extensive hands-on experience and can practically demonstrate competence. Good character and a strong sense of responsibility are essential, as ACEZ is a Christian-cultured organization that prioritizes integrity, compassion, and service in all its work. Alignment with the organization’s values will be central to the successful execution of this role.

We are looking for someone who takes initiative, works with minimal supervision, and is passionate about contributing meaningfully to a mission-driven environment.

Reporting: The position will be hired and domiciled at ACE Zambia HQ, Chelstone Green area and will report to the Manager, Human Resource & Administration.

Job Purpose:To support the smooth running of ACEZ’s transport, logistics, and facility management functions by coordinating vehicle movements, managing inventory, ensuring proper maintenance of assets, and providing general administrative support to enhance operational efficiency.

Duties/Key Responsibilities:

Transport & Fleet Management

• Coordinate transport requests and schedule vehicle movements to meet organizational needs.
• Ensure vehicles are well-maintained, serviced, and in good working condition.
• Monitor fuel consumption, manage fuel requests, and track vehicle usage.
  Maintain up-to-date vehicle documents, including insurance, registration, and logbooks.
• Supervise designated drivers and ensure adherence to transport policies.

Logistics & Stores Management

• Assist in the issuance and tracking of inventory for different departments.
• Conduct stocktaking exercises (quarterly and annually) and report stock levels.
• Maintain accurate records of stock movements, receipts, and issuance.
• Ensure the store is well-organized and items are properly stored.
• Verify received goods against delivery notes and purchase orders, reporting any discrepancies.
• Ensure the administration and processing of documentation for goods in transit. Both local and international

Facility & Asset Maintenance

• Support routine maintenance of buildings, grounds, and office equipment.
• Assist in coordinating repairs, renovations, and procurement of maintenance supplies.
• Maintain a register of ACEZ assets and develop a cost-effective maintenance plan.
• Work with vendors for contracted maintenance services and ensure timely execution of tasks.

Key Attributes/Skills and Practical Experience:

• Organizational Skills
  Ability to multitask, prioritize tasks effectively, and manage time well to ensure smooth coordination of transport, logistics, and administrative activities.
• Attention to Detail
  Keen eye for accuracy when managing records, inventory, and documentation, especially for stock levels, vehicle documents, and compliance paperwork.
• Problem-Solving Ability
  Able to quickly assess challenges (e.g., vehicle breakdowns, stock discrepancies, vendor issues) and implement practical solutions.
• Strong Communication Skills
  Clear verbal and written communication to interact with vendors, staff, and to keep documentation well-recorded and understood.
• Integrity and Accountability
  Upholds high ethical standards, especially in handling physical assets, stores, and administrative compliance responsibilities.
• Technical Competence
  Basic understanding of vehicle maintenance, stock control systems, and facility operations to support technical aspects of the role.
• Initiative and Proactiveness
  Takes proactive steps to prevent issues, such as scheduling maintenance ahead of breakdowns or identifying potential compliance gaps.
• Leadership and Team Coordination
  Ability to supervise and coordinate support staff, while working collaboratively with internal departments.
• Knowledge of Regulatory and Safety Standards
  Familiarity with administrative compliance requirements (fire safety, health inspections, transport laws, etc.).
• Adaptability and Flexibility
  Willing to adjust quickly to changing organizational needs, such as urgent transport demands, vendor delays, or facility issues.

Education and Qualifications:

• Grade 12 certificate or equivalent
• Degree in Bachelor of Arts in Administration/Business Management /Logistics Management or equivalent
• Record of success: Minimum of 5 years’ experience and a record of having succeeded in a similar role is a must. Demonstrated success in some of the most outstanding aspects of this job is an attribute ACE and Management in Zambia will be keenly looking out for.

A Drivers Licence with at least 3 years driving experience is a must

Start Date: As soon as Possible