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Administrative Officer

Development Aid from People to People (DAPP) in Zambia is inviting applications for the position of Administrative Officer for its Zambia Families (ZAMFAM) South Central Project, tenable at the project office in Kabwe. The role of the Administrative Officer is to ensure the efficient management of administrative, clerical and store management systems associated with the ZAMFAM project; managing the flow of information, supplies and materials to and from the ZAMFAM, and other parts of DAPP and ensuring proper on-going management of communication systems for the Project.

Responsibilities

Office Coordination

Responsible to organize all meetings

Responsible for maintaining the surroundings of the office.

Ensures that the offices are well maintained

Coordinates the operations of the general staff.

Establishes security guidelines and ensures that the security system is effective

Manages visitor relations by screening visitors and ensures that visitors are escorted to the relevant offices.

Receives and directs the incoming and outgoing correspondence (ensuring all are registered) from partners/stakeholders, DAPP and Projects Central Offices.

Coordinates with the Head Driver on other tasks such as pick-ups and driving visitors to various destinations

Supervises Office Assistants in their duties, including ensuring that the office floors, walls and surroundings are kept clean

Responsible for ordering office stationery and consumables, distributing them and maintaining records for the same

Responsible for any improvements at the office and undertaking or arranging maintenance needed.

Ensures timely acquisition of quotations from vendors when assigned

Assumes responsibility for maintenance of office equipment, including copy machines and printers

Handles administrative requests and queries from senior managers

Stores Management

Ensure 100% single counting of each item received and verify at end to sign off. (Do the same whenever distributing to projects or any Office).

Ensure goods received are properly stored in a safe place according to product instructions and relevant documentation (GRN, Delivery Notes) are filled in and properly filed.

Ensure stock cards are correctly placed on goods for easy identification

Ensure proper record keeping for the store room in relation to inbounds and out bounds.

Supervise dispatching of goods and ensure proper loading during transportation to project areas

Ensure the store room is kept clean at all times

Ensure availability of inventory in the store room at all times

Maintain office supplies by checking inventory and other items

Coordinate procurement activities in relation to price quotes and correspond with vendors regarding prices, availability and delivery. Review completeness and accuracy of requisitions and make follow ups on discrepancies with the initiating department/staff or suppliers.

Qualifications

Grade twelve (12) Certificate

Diploma in administration/management or similar

At least two (2) years experience

Proven experience as an Administrative Officer, Office Administrator or in an identical position

Knowledge of office management systems and procedures

Working knowledge of equipment, like printers and copy machines

Proficiency in MS office (MS word and excel in particular)

Strong organisational skills with the ability to multi-task, with exceptional communication skills

Excellent time management skills and the ability to prioritise work

Attention to detail and problem solving skills

Oriented and comfortable working in a fast-paced office environment

How to apply

Send a cover letter with a detailed Curriculum Vitae CV addressed to:

The Human Resources,

DAPP in Zambia – ZAMFAM,

27 Lukanga Road,

Amaka House,

Kabwe.

Application deadline
1 Dec 22:00
Email applications to
hr@dappzambia.org
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