Summary
Date Posted: Monday, July 13, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
CARE is an International Non-Governmental relief and development organization with various projects in Central, Copperbelt, Eastern, Muchinga, Luapula, Western, Lusaka, Northern, North-western, and Southern provinces of Zambia. CARE International in Zambia under the Building Livelihoods Resilience to Climate Change in Southern Province is seeking to recruit a qualified and experienced professional for the position of:
PROGRAMME SUPPORT COORDINATOR – ADMINISTRATION
Location: Lusaka
Job Summary
The Program Support Coordinator – Administration will be responsible for Management support specialty, developing related policies, systems and structures and furnish advice, all aimed at facilitating the work of managers and enhancing the achievement of CARE Zambia’s humanitarian aid and development objectives. He/she will also perform tasks associated with the coordination of the Country Office’s Procurement, Property and Fleet management policies and procedures. .

SPECIFIC DELIVERABLES
General Office Management
• Ensuring that the policies and procedures outlined in the Administration Manual are adequately implemented.
• Organizes day-to-day activities and manages own time to meet deadlines and priorities; maintains “to do” lists and detailed work schedules and priorities.
• Stays current with policies, procedures and practices governing administration unit; suggests changes to improve service levels and efficiency.
• Assists in providing support in the implementation of Safety and Security activities.
• Ensures that all lease/Tenancy Agreements and Service Contracts are maintained and reviewed on a timely basis.
Asset/Property Management
• Responsible for oversight, management and guidance of day-to-day property management functions
• Ensuring that the policies and procedures outlined in the Property Manual are adequately implemented and that all records regarding the acquisition, transfer and disposal of CARE property are complete, accurate and maintained.
• Implement the inventory policies and procedures to include the preparation of the head office inventory, updating the CO’s Inventory Register and assisting in the annual physical counts; maintain approved in an organized manner. Maintain an updated Property Register for each Sub-Office and the head office following the annual physical count.
• Following the annual physical count and based on decisions made in regards to the summary of findings, update the Register as required. After the Register is updated, send register to Program Support Manager – Administration & Procurement for review.
• Ensure employees understand and comply with established Property Management policies and procedures.
• Ensure the appropriate insurance coverage of all organizational assets in accordance with the policy
• Provide the necessary guidance and training to help minimize errors and ensure continued compliance
Procurement
• Assists in carrying out Procurement activities for the Country Office within the established policy, procedure and systems.
• Procure and ensure timely, efficient and cost effective supply and supply of goods and services to user departments in accordance with internal policies and donor requirements.
• Provide pricing information to assist budget holders with budget preparation.
Fleet Management
• Efficient maintenance of the fleet in all areas of operation.
• Administration of Road Traffic Accident (RTA) reports at the main and sub offices
• To provide administrative support to the fleet department in data collection, data capturing, filing and generation of various fleet administrative report such as fuel analysis reports
• To liaise with projects to ensure fleet activities are run according to CARE policies and procedures.
• Maintenance of CARE Zambia fuel accounts in all operational areas
• To ensure that all fleet are compliant with legal on-road requirements
• Ensure the appropriate insurance coverage of the transport fleet in accordance with the policy

Job Skills: Not Specified

QUALIFICATION & EXPERIENCE
• Degree or Higher Diploma in Business Administration.
• Chartered Institute of Purchasing and Supply (ZIPS) level 4 or equivalent
• 3 years relevant work experience
• NGO work experience is desirable
• Uses sound judgment within the limits of their authority.
• Possession of a valid driving license is mandatory.

Job Education Requirements: Not Specified

Job Experience Requirements: 3 years

Work Hours: 8

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Job application procedure
Suitably qualified and interested members of the public are invited to apply. Application letters accompanied by detailed CVs and daytime contact numbers should be sent to:
  carejobs@carezam.org  .
Closing Date: 17th July, 2020.
CARE International in Zambia is committed to Promoting and maintaining an organizational culture that advances gender equality, reduces power abuse and inequalities, and fosters trust and safety.

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