British Council in Zambia
Posted Job
about 2 years ago

ZAP Administrator

Purpose of job:

  • The Administrator will support the programmes and finance staff members with various administrative tasks related to logistics, general administration of the office, documentation and archiving.
  • The Administrator will work with the Finance and Resources Manager in all aspects of the programme’s administration.

Accountabilities, responsibilities and main duties:

  • The Administrator will function as the first point of contact with the Zambia Accountability Programme (ZAP).
  • The Administrator will maintain an administratively effective office environment: a presentable and well-organised office.

Specific duties will include:

  • General Office Administration
  • Screen and answer telephone calls politely and promptly. Sign for and distribute packages received.
  • Make hotel/flight bookings for visitors from outside Zambia and staff travelling out of Zambia
  • Update internal directories (e.g. staff names, phone numbers)
  • Ensure that office equipment and supplies are available for use.
  • Coordinate and supervise work by service staff and drivers

IT Support

  • Ensure that all IT equipment for ZAP is in good working conditions
  • Liaise with BC IT consultants on any IT matters pertaining to ZAP
  • Logistics and Procurement Support
  • Follow up any pending bills for ZAP such as telephone, internet, rent etc.
  • Assist ZAP staff in collecting quotations for procurement from suppliers
  • Travel/Transport Management
  • Coordinate allocation of vehicles and keep keys to vehicles securely stored.
  • Reconcile and review fuel consumption (log books, fuel vouchers) and submit to the Finance Officer

Knowledge Management and Record Keeping

  • Ensure that a good filing structure is designed and implemented on the central G-drive
  • Upload and file all ZAP administrative and financial documents on the G-drive
  • Ensure that all soft copies file are also maintained in hard copies
  • Teams Management & support
  • Ensure that all administrative processes are carried out timely and effectively
  • Ensure that ZAP office runs smoothly by working in collaboration with all the ZAP staff

Key Relationships

  • Internal
  • ZAP Finance and Resources Manager, ZAP Programme Director, ZAP programme team, BC Country Director Zambia, BC Regional Education and Society Team, BC Regional Finance Team
  • External
  • Clients and donors, Consultants, External partner organisations
  • For further information, please view the documents below:
  • Role Profile_ZAP Administrator.pdf
  • BC Behaviors.pdf
  • BC Core Skills.pdf
  • Applications for this vacancy are to be made online. The closing date is 5 August 2018 at 23:59 UK time
  • The British Council is committed to a policy of equal opportunity and is keen to reflect the diversity of UK society at every level within the organisation. We welcome applications from all sections of the community.
  • We guarantee an interview to disabled candidates who meet the essential criteria.
  • British Council appointments are contingent on thorough checks.
  • In the UK, and where appropriate systems exist overseas, these include Criminal Records checks.

How to Apply

Submit your CV and application on company website:

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