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Country Administration Officer

Core Purpose

Acts as specialist in Administration for the Country Office:

Is accountable for all daily office management matters including maintenance and logistics, travel and visit planning, meeting organization, reception, general secretarial duties.

Pre-Requisites Education, Knowledge & Professional Experience

  • Academic degree in General Management, Business Administration or any other relevant field.
  • Minimum three years’ experience (waived 􀁉or persons with disabilities)
  • Effective interpersonal and communication skills.
  • Quality results oriented.
  • Ability to work under pressure, prioritise tasks efficiently and meet critical priorities.
  • Highly organised and self-directed, comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
  • Ability and willingness to work outside office regular hours.
  • Ability to proactively anticipate any potential issues or risks for the office and submit appropriate recommendations to address them
  • High level of professionalism, maturity and integrity when dealing with sensitive information and issues.
  • An effective team player, able to work diplomatically and with sensitivity in a multicultural setting.
  • Advantage of lived experience with disability.
  • Reflect CBM values in daily work. Languages English (professional proficiency) Relevant local language (professional proficiency)
  • Tools Good knowledge of MS Office valid driving permit holder

1. Core Competencies

  • Attention to communication
  • Interpersonal effectiveness
  • Building collaborative relationships
  • Customer orientation
  • Initiative
  • Thoroughness
  • Self confidence
  • Flexibility

3. Overall Mission

  • The Administration Officer will establish procedures and mechanisms for simple and streamlined administrative operations.
  • S/he will ensure efficient office administration to enable and facilitate the work for all departments. S/he will line-manage any administration staff to ensure they function efficiently and effectively.

4. Main Activities

  • General
  • Manage professional office administration and efficient operations of the Country Office in line with relevant Organisational standards.
  • Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity, effectiveness and efficiency.
  • Ensure that the organisation is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities (except financial regulatory requirements such as statutory accounts, audit, tax filing, social security contributions, etc., which are the responsibility of the Country Finance Manager).
  • Effectively line-manage the administrative staff based on performance.
  • Handle logistics including travel bookings and visitor schedules, including establishing a regular travel and visitors plan.
  • Handle visa applications for visitors and expatriate co-workers.
  • Handle the practical organisation of office meetings, workshops, training, etc.
  • Provide secretarial duties, including handling of official correspondence with authorities, business registrations, etc.
  • Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management, minute taking, report writing.
  • Ensure office and property/facility management, including office cleanliness, organising and overseeing maintenance and repair works on organisation premises or on organisational assets; facilitating and following up on Accessibility and Inclusion audits.
  • Put in place and maintain relevant insurance contracts.
  • Ensure professional receptionist services for the office.
  • Organize security of the premises, keep up-to-date contact with Security Company and oversee the security guards work.
  • Take responsibility for record keeping and filing of important administrative office documentation; manage the office archives.
  • Serve as custodian for and disburse petty cash fund (imprest account), liquidate and replenish in a timely manner.
  • Supports the Finance Manager to ensure that the CO office accounts are promptly updated in the relevant books/accounting software.
  • Support the timely procurement of goods and services to address the needs of the Country Office; act as a member of a vendor/supplier selection committee.
  • Ensure oversight and management of Country Office IT systems and maintenance, access to Navision (where relevant), Sharepoint and other relevant programmes.
  • Collaborate closely with the Country Finance and Regional HR Manager to en-sure cross-functional policies, procedures and practice are harmonised and streamlined where relevant.
  • Collaborate closely with the Country Representative to proactively promote a conducive environment for the adoption and compliance with Safety, Security and well-being standards and regulations within the CO, its own activities, and within its country programme portfolio.
  • Model and promote CBM’s values, culture and inclusive practices and promote disability and gender equality with colleagues.

5. HR Administration

Assist the Country Representative to provide timely and consistent HR data for the Country office to

Support the CO office with administrative and logistical aspects of expatriate co-worker assignments, such as arranging house leases, security, vehicle, etc.

Facilitate the in-country recruitment and candidate selection process.

Additional Responsibilities

  • Provide input and/or participate in any ad-hoc, or to be established, Administration working groups within the organisation, as might be requested.
  • Other duties and responsibilities as may be assigned by the Country Representative.
  • Carry out the role-specific responsibility to safeguard children and adults at risk (as guided by the organisations relevant policies).

Performance Criteria

  • Office / premises cleanliness and maintenance
  • Effectiveness in organising meetings / travel schedules
  • Easy-to-consult office archives
  • Petty cash managed and accounted as for internal guidelines
  • Institutional deadlines timely met

How to apply

If you match the above job description and are interested, then you can send your CV to Peter:

Application deadline
12 Nov
Email applications to
peters@priconsultants.com
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Precision Recruitment International
Precision Recruitment International (PRI) is a privately owned recruitment company with offices in Zambia, Zimbabwe (HQ) and Mozambique. It has positioned itself to provide high quality recruitment services by acquiring the best possible prospects and placements. It does this by pro-actively building relationships with people in developing industries in the various regional countries. PRI uses a wide range of techniques that include specified 'search and selection' methods and contingent-based recruitment techniques.
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