Administrator

Job ID 122

Clerical and Administrative Support Zambia   Lusaka


Description

Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION
Provides Administrative and logistical support to the Country Programme through information processing, storage and dissemination; procurement and distribution and maintenance of schedules. Performing general administrative duties, the position supervises and coordinates asset management, procurement, logistics and transport functions. He/she will work closely with information technology support service provider to ensure that the IT and communications system is running efficiently at the country program.


ESSENTIAL CHARACTER TRAITS:
Team Player, enthusiasm, dependability, confidentiality, honesty and accommodative.


RESPONSIBILITIES & DELIVERABLES
Coordinate the daily operation of country program (35%)

  • Provide first line response to public enquiries.
  • Maintain a record of outgoing calls as appropriate
  • Attend to switchboard for incoming and outgoing calls.
  • Direct visitors to relevant offices for assistance.
  • Maintain a schedule of staff movement appointment.
  • Work in collaboration with the IT providers, oversee design and implementation of an effective and efficient information system.
  • Supervise/oversee, coach and delegate the work of administrative support staff in the head office/field offices enabling them to achieve the goals.
  • Participate in formulating and documenting the Heifer Zambia adminstration policies and strategies in line with the Heifer International Global policies.
  • Maintain daily communication by email, fax or telephone with staff in the field offices, Africa Area Program countries and HQ, ensuring all pertinent information is disseminated internally.
  • Coordinate travel missions for staff, visa process, flight bookings, hotel accommodations for staff proceeding for workshops/conferences abroad as requested.
  • Ensure overall management and maintenance of organization assets including vehicles, office equipment and furtniture. Ensure monthly vehicle reports and maintain an up to date asset register.
Facilitate all country office Procurements (30%)
  • Lead the country office procurement process ensuring adherence to Heifer International and donor policies and procedures.
  • Coordinate and chair the procurement committee to deliberate on where to procure.
  • Submit purchase orders to suppliers as requested.
  • Lead the process for the solicitation and maintenance of the pre-qualified register of suppliers for goods and services.
  • Act as liaison for the maintenance of the organization’s vendors for services including phone, electricity, water, internet, cleaning and other office supplies.

Provide administrative support to the Country Program (20%)
  • Schedule appointments and conferences.
  • Participate in staff recruitment, primarily junior administrative staff; manage staff orientation, collect and compile staff data, Assist in staff contract renewals process.
  • Maintain all personnel records including personal files and other records.
  • Coordinate and track staff time-sheets, staff leaves, medical cover renewals as appropriate.
  • Process and maintain all employee positions in Agresso as appropriate.
  • Process new hires information into Agresso and send workforce.
  • Train new staff on Heifer Systems to complete timesheets, registration, password change ( email and corral) as requested.
Provide Financial Management support to the Country Office. (15%)
  • Manage/handle head-office petty cash transactions, documentation and reconciliation. In addition, counter-check regional petty-cash reconciled before forwarding to the finance team.
  • Support Finance Team/Contracted Auditors during annual audits of the program.
  • Produce and prepare monthly reports for payroll processing.
Any other duties as assigned by supervisor

Minimum Requirements:
  • Bachelor Business Administration or any related qualification. Plus two (2) years’ demonstrated experience managing an office or providing administrative support, preferably in a non-profit/non-governmental organization.

Most Critical Proficiencies:
  • Excellent organization skills including strong attention to detail.
  • A clear grasp of HR/Labour issues.
  • A strong background in NGO Work.
  • Working knowledge of computer-based word processing and spreadsheet applications(Microsoft Office Suite preferred).
  • Excellent oral and written skills in English, Shona, and IsiNdebele.
  • Must have self-drive and be acutely time-sensitive.
  • Good skills in conflict resolution/problem solving, teamwork, crisis management, training facilitation, and coaching.
Essential Job Functions and Physical Demands:
  • Motivated to work responsibly with little supervision.
  • Demonstrate a high degree of honesty and integrity.
  • Have the ability to manage confidential information.
  • Ability and willingness to travel extensively, both locally and internationally.
  • Willingness and ability to work with a flexible schedule.
  • Ability to foster and maintain a spirit of unity teamwork and cooperation.
  • Constant face-to-face, telephone and electronic communication with colleagues and the general public.
  • Ability to establish priorities, achieve deadlines and make sound judgments.
  • Ability to carry and lift up to 20 pounds ( 9kilogram) flor-to waist if able.
  • Proven Leadership and administrative skills.
  • Sensitivity in working with multiple cultures and beliefs, and to Gender Equality.