Job Detail

Job Description

Position Title: Senior Administration Officer

Position Type:  Full-time

Location: Kabwe

Job Summary:

The Zambia SAFE Office Manager will organize the office set up and will be in charge of daily operations, supervise administrative and office assistants and will report to the Deputy Director of Finance and Operations. S/he will assist with administrative services and will assist the entire project staff and visiting consultants. S/he will serve as head of administration and will ensure the smooth flow of the day to day office work.

Primary Responsibilities and Duties:

• Ensure that all USAID regulations and JSI’s policies are implemented and in place;
• Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;
• Oversee office upkeep in terms of needed repairs and daily cleaning;
• Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;
• Manage office filing system and handling official documents confidentially;
• Assist to arrange and coordinate staff retreats and office events;
• Help in the organization of conferences/trainings/workshops with maintaining schedules
• Coordinate the procurement of materials, supplies and equipment for the office;
• Ensure that staff are well set up and comfortable in the office and surrounding premises;
• Oversee management of the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;
• Coordinate all logistical support for staff and consultants including office setup, hoteaccommodations
• Conduct Hotel/Lodges bill/invoice analysis
• Opening and closing of offices
• Coordinate with Administrative Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
• Serve as the direct supervisor of the administrative assistant, Clerical Officer and other administrative staff as assigned;
• Oversee office upkeep in terms of needed repairs and daily cleaning;
• Work with the Regional management to ensure safety and daily security of office premises;
• Oversee maintenance of all office supplies and equipment, including the scheduling of routine maintenance, and oversight of outside services providers (except IT);
• Serve as a liaison with office landlord, assisted by the Finance & Administration Manager and / or the Regional Director, when necessary;
• Manage various service contracts in coordination with the Finance & Administration Manager for security, drinking water supply, generator maintenance, etc;
• Undertake any other responsibilities, tasks or activities as required by the Finance & Administration Manager.

Desired Qualifications:

• First degree in Business Administration, Public Administration or related field, with at least 5 years of office management experience in an international organization or multinational company;
• Demonstrated experience in supervision of support staff;
• Experience in inventory management;
• Strong critical thinking, problem-solving and supervisory skills;
• Excellent written and verbal English skills;
• Strong communication and interpersonal skills;
• Experience working with an international NGO preferred; andAbility to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

Skills Required

• Communication skills
• Problem Solving
• Analytical skills and a good eye for detail
• Interpersonal skills