About Talent House Ltd:

We are a leading recruitment and HR consulting firm that operates as a link between people and companies in achieving a shared purpose. We offer creative, effective and flexible solutions that not only help individuals discover their career paths but provide organizations with talent they can recruit, develop and retain.

About the role:

Our client is a trusted supplier of specialized industrial equipment, including dewatering pumps, slurry pump spare parts, and industrial filters, serving the vital mining and heavy industry sectors in Zambia and the Democratic Republic of Congo (DRC). They rely on efficient internal operations to support their technical sales and logistics teams. They are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to ensure the smooth operation of their Lusaka office and provide critical support across our business functions.

Key Responsibilities:

The Administrative Assistant will manage the daily administrative functions of the office, acting as a crucial link between sales, logistics, finance, and management.

1. Office and General Administration

• Manage the day-to-day operations of the Lusaka office, including maintaining office supplies, equipment, and cleanliness.
• Handle incoming and outgoing communications, including phone calls, emails, and physical correspondence, ensuring professional and timely responses.
• Organize and schedule appointments, meetings, and travel arrangements (flights, accommodation, visas) for the management and sales teams, particularly for travel between Zambia and the DRC.
• Maintain an efficient physical and electronic filing system for all company documents, contracts, and records.

2. Sales and Procurement Support

• Assist the Sales Team in preparing commercial documents, including quotations, sales contracts, tenders, and presentations.
• Process customer orders and invoices, ensuring accuracy and adherence to company policies.
• Coordinate with the Logistics Team to track shipments of pumps, spares, and filters to clients in both Zambia and the DRC.
• Assist in managing vendor relationships, processing procurement requests for company client inquiries & office supplies, and tracking payments.

3. Financial and Human Resources Support

• Maintain petty cash records and reconcile expenses with proper documentation.
• Liaise with the external accounting/finance team to ensure all sales and expense records are up-to-date and correctly filed for monthly reporting.
• Assist in maintaining basic HR records, including leave tracking and staff attendance.

Qualifications:

Education: Minimum of a Diploma or Degree in Business Administration, Secretarial Studies, or a related field.

Experience: At least 3 years of proven experience working as an Administrative Assistant, Secretary, or in an office support role, preferably within an industrial, engineering, or distribution company.

Technical Proficiency: Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with basic accounting software (e.g., QuickBooks) is a plus.

Language: Fluency in English is essential. Knowledge of French is a significant advantage for communication related to the DRC operations.

Work Ethic: Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines with minimal supervision.

Skills & Competencies

Organization: Exceptional organizational and time management skills.

Communication: Professional, clear, and articulate communication skills (written and verbal).

Attention to Detail: Meticulous approach to data entry and document management.

Confidentiality: Proven discretion in handling sensitive company and personnel information.

Why Join Our Client?

• Our client offers a stable and professional work environment in a specialized, high-growth sector. They provide:
• A competitive salary package.
• The opportunity to play a central role in a growing regional business.
• Exposure to international trade and logistics between Zambia and the DRC.

Compensation:

The incumbent will receive a competitive salary commensurate with experience.

• Manage the day-to-day operations of the Lusaka office, including maintaining office supplies, equipment, and cleanliness.
• Handle incoming and outgoing communications, including phone calls, emails, and physical correspondence, ensuring professional and timely responses.
• Organize and schedule appointments, meetings, and travel arrangements (flights, accommodation, visas) for the management and sales teams, particularly for travel between Zambia and the DRC.
• Maintain an efficient physical and electronic filing system for all company documents, contracts, and records.
• Assist the Sales Team in preparing commercial documents, including quotations, sales contracts, tenders, and presentations.
• Process customer orders and invoices, ensuring accuracy and adherence to company policies.
• Coordinate with the Logistics Team to track shipments of pumps, spares, and filters to clients in both Zambia and the DRC.
• Assist in managing vendor relationships, processing procurement requests for company client inquiries & office supplies, and tracking payments.
• Maintain petty cash records and reconcile expenses with proper documentation.
• Liaise with the external accounting/finance team to ensure all sales and expense records are up-to-date and correctly filed for monthly reporting.
• Assist in maintaining basic HR records, including leave tracking and staff attendance.

• Exceptional organizational and time management skills.
• Professional, clear, and articulate communication skills (written and verbal).
• Meticulous approach to data entry and document management.
• Proven discretion in handling sensitive company and personnel information.

• Minimum of a Diploma or Degree in Business Administration, Secretarial Studies, or a related field.
• At least 3 years of proven experience working as an Administrative Assistant, Secretary, or in an office support role, preferably within an industrial, engineering, or distribution company.
• Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with basic accounting software (e.g., QuickBooks) is a plus.
• Fluency in English is essential.
• Knowledge of French is a significant advantage for communication related to the DRC operations.
• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines with minimal supervision.