Background

The Energy Regulation Board (ERB) is a statutory body created by the Energy Regulation Act No. 12 of 2019 to regulate Zambia’s energy sector. The ERB is looking to hire a qualified and experienced Zambian national to fill the position of Administration Assistant to be based at its Copperbelt Region Office.

Job Purpose

To provide essential support that ensures the office runs smoothly and efficiently by performing organizational, clerical tasks, administrative and logistical support to staff and operations at the Regional Office.

Main Duties and Responsibilities

• Initiate purchase requisitions, inventories and order materials, supplies, and services for approval by Supervisor
• Managing correspondence, scheduling meetings, maintaining files, and assisting daily operations
• Maintain information files and process paperwork on a day-to-day basis
• Initiate procurement of goods, services and works for efficient functioning of the regional office
• Compile and maintain transport requests, insurance, medical and travel records
• Maintain and update filing, inventory, mailing, and database systems, both manually and electronically
• Compute and record data and other information
• Ensure goods and services are received, recorded, stored and issued to respective departments
• Maintain adequate stock of office requisite
• Ensure all items of CAPEX nature are recorded in Insurance notification Form and info forwarded to Finance
• Conduct stock checks and verification to determine actual stock levels, initiate order process
• Initiate office maintenance and repairs
• Maintain a register of vehicle usage, fuel consumption and maintenance records
• Assist Superior to follow up Insurance claims, stock verification
• Supervise Security Services and housekeeping to ensure safe working environment

Minimum Qualifications and Skills

• Full Grade 12 Certificate or equivalent
• Diploma in Business Administration; Public Administration or Human Resources Management or equivalent
• 3 years' relevant experience in a reputable Organisation
• Verification of all qualifications by ZAQA is required

Required Attributes

• Strong interpersonal, organizational, and analytical skills
• Good communication skills – computer literate, ability to write analytical and comprehensive reports
• High integrity
• Excellent negotiation skills

• Initiate purchase requisitions, inventories and order materials, supplies, and services for approval by Supervisor
• Managing correspondence, scheduling meetings, maintaining files, and assisting daily operations
• Maintain information files and process paperwork on a day-to-day basis
• Initiate procurement of goods, services and works for efficient functioning of the regional office
• Compile and maintain transport requests, insurance, medical and travel records
• Maintain and update filing, inventory, mailing, and database systems, both manually and electronically
• Compute and record data and other information
• Ensure goods and services are received, recorded, stored and issued to respective departments
• Maintain adequate stock of office requisite
• Ensure all items of CAPEX nature are recorded in Insurance notification Form and info forwarded to Finance
• Conduct stock checks and verification to determine actual stock levels, initiate order process
• Initiate office maintenance and repairs
• Maintain a register of vehicle usage, fuel consumption and maintenance records
• Assist Superior to follow up Insurance claims, stock verification
• Supervise Security Services and housekeeping to ensure safe working environment

• Strong interpersonal, organizational, and analytical skills
• Good communication skills – computer literate, ability to write analytical and comprehensive reports
• High integrity
• Excellent negotiation skills

• Full Grade 12 Certificate or equivalent
• Diploma in Business Administration; Public Administration or Human Resources Management or equivalent
• Verification of all qualifications by ZAQA is required