Administrative Officer
2025-04-27T20:33:13+00:00
Alliance For Children Everywhere Zambia
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https://www.childreneverywhere.org/
FULL_TIME
Lusaka
Lusaka
10101
Zambia
Business Management and Administration
Admin & Office
2025-04-30T17:00:00+00:00
Zambia
8
We are looking for someone who takes initiative, works with minimal supervision, and is passionate about contributing meaningfully to a mission-driven environment.
Reporting: The position will be hired and domiciled at ACE Zambia HQ, Chelstone Green area and will report to the Manager, Human Resource & Administration.
Job Purpose:To support the smooth running of ACEZ’s transport, logistics, and facility management functions by coordinating vehicle movements, managing inventory, ensuring proper maintenance of assets, and providing general administrative support to enhance operational efficiency.
Duties/Key Responsibilities:
Transport & Fleet Management
- Coordinate transport requests and schedule vehicle movements to meet organizational needs.
- Ensure vehicles are well-maintained, serviced, and in good working condition.
- Monitor fuel consumption, manage fuel requests, and track vehicle usage.
Maintain up-to-date vehicle documents, including insurance, registration, and logbooks.
- Supervise designated drivers and ensure adherence to transport policies.
Logistics & Stores Management
- Assist in the issuance and tracking of inventory for different departments.
- Conduct stocktaking exercises (quarterly and annually) and report stock levels.
- Maintain accurate records of stock movements, receipts, and issuance.
- Ensure the store is well-organized and items are properly stored.
- Verify received goods against delivery notes and purchase orders, reporting any discrepancies.
- Ensure the administration and processing of documentation for goods in transit. Both local and international
Facility & Asset Maintenance
- Support routine maintenance of buildings, grounds, and office equipment.
- Assist in coordinating repairs, renovations, and procurement of maintenance supplies.
- Maintain a register of ACEZ assets and develop a cost-effective maintenance plan.
- Work with vendors for contracted maintenance services and ensure timely execution of tasks.
Key Attributes/Skills and Practical Experience:
- Organizational Skills
Ability to multitask, prioritize tasks effectively, and manage time well to ensure smooth coordination of transport, logistics, and administrative activities.
- Attention to Detail
Keen eye for accuracy when managing records, inventory, and documentation, especially for stock levels, vehicle documents, and compliance paperwork.
- Problem-Solving Ability
Able to quickly assess challenges (e.g., vehicle breakdowns, stock discrepancies, vendor issues) and implement practical solutions.
- Strong Communication Skills
Clear verbal and written communication to interact with vendors, staff, and to keep documentation well-recorded and understood.
- Integrity and Accountability
Upholds high ethical standards, especially in handling physical assets, stores, and administrative compliance responsibilities.
- Technical Competence
Basic understanding of vehicle maintenance, stock control systems, and facility operations to support technical aspects of the role.
- Initiative and Proactiveness
Takes proactive steps to prevent issues, such as scheduling maintenance ahead of breakdowns or identifying potential compliance gaps.
- Leadership and Team Coordination
Ability to supervise and coordinate support staff, while working collaboratively with internal departments.
- Knowledge of Regulatory and Safety Standards
Familiarity with administrative compliance requirements (fire safety, health inspections, transport laws, etc.).
- Adaptability and Flexibility
Willing to adjust quickly to changing organizational needs, such as urgent transport demands, vendor delays, or facility issues.
Education and Qualifications:
- Grade 12 certificate or equivalent
- Degree in Bachelor of Arts in Administration/Business Management /Logistics Management or equivalent
- Record of success: Minimum of 5 years’ experience and a record of having succeeded in a similar role is a must. Demonstrated success in some of the most outstanding aspects of this job is an attribute ACE and Management in Zambia will be keenly looking out for.
A Drivers Licence with at least 3 years driving experience is a must
Transport & Fleet Management Coordinate transport requests and schedule vehicle movements to meet organizational needs. Ensure vehicles are well-maintained, serviced, and in good working condition. Monitor fuel consumption, manage fuel requests, and track vehicle usage. Maintain up-to-date vehicle documents, including insurance, registration, and logbooks. Supervise designated drivers and ensure adherence to transport policies. Logistics & Stores Management Assist in the issuance and tracking of inventory for different departments. Conduct stocktaking exercises (quarterly and annually) and report stock levels. Maintain accurate records of stock movements, receipts, and issuance. Ensure the store is well-organized and items are properly stored. Verify received goods against delivery notes and purchase orders, reporting any discrepancies. Ensure the administration and processing of documentation for goods in transit. Both local and international Facility & Asset Maintenance Support routine maintenance of buildings, grounds, and office equipment. Assist in coordinating repairs, renovations, and procurement of maintenance supplies. Maintain a register of ACEZ assets and develop a cost-effective maintenance plan. Work with vendors for contracted maintenance services and ensure timely execution of tasks. Key Attributes/Skills and Practical Experience: Organizational Skills Ability to multitask, prioritize tasks effectively, and manage time well to ensure smooth coordination of transport, logistics, and administrative activities. Attention to Detail Keen eye for accuracy when managing records, inventory, and documentation, especially for stock levels, vehicle documents, and compliance paperwork. Problem-Solving Ability Able to quickly assess challenges (e.g., vehicle breakdowns, stock discrepancies, vendor issues) and implement practical solutions. Strong Communication Skills Clear verbal and written communication to interact with vendors, staff, and to keep documentation well-recorded and understood. Integrity and Accountability Upholds high ethical standards, especially in handling physical assets, stores, and administrative compliance responsibilities. Technical Competence Basic understanding of vehicle maintenance, stock control systems, and facility operations to support technical aspects of the role. Initiative and Proactiveness Takes proactive steps to prevent issues, such as scheduling maintenance ahead of breakdowns or identifying potential compliance gaps. Leadership and Team Coordination Ability to supervise and coordinate support staff, while working collaboratively with internal departments. Knowledge of Regulatory and Safety Standards Familiarity with administrative compliance requirements (fire safety, health inspections, transport laws, etc.). Adaptability and Flexibility Willing to adjust quickly to changing organizational needs, such as urgent transport demands, vendor delays, or facility issues.
Grade 12 certificate or equivalent Degree in Bachelor of Arts in Administration/Business Management /Logistics Management or equivalent Record of success: Minimum of 5 years’ experience and a record of having succeeded in a similar role is a must. Demonstrated success in some of the most outstanding aspects of this job is an attribute ACE and Management in Zambia will be keenly looking out for.
JOB-680e948956568
Vacancy title:
Administrative Officer
[Type: FULL_TIME, Industry: Business Management and Administration, Category: Admin & Office]
Jobs at:
Alliance For Children Everywhere Zambia
Deadline of this Job:
Wednesday, April 30 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Sunday, April 27 2025, Base Salary: Not Disclosed
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JOB DETAILS:
We are looking for someone who takes initiative, works with minimal supervision, and is passionate about contributing meaningfully to a mission-driven environment.
Reporting: The position will be hired and domiciled at ACE Zambia HQ, Chelstone Green area and will report to the Manager, Human Resource & Administration.
Job Purpose:To support the smooth running of ACEZ’s transport, logistics, and facility management functions by coordinating vehicle movements, managing inventory, ensuring proper maintenance of assets, and providing general administrative support to enhance operational efficiency.
Duties/Key Responsibilities:
Transport & Fleet Management
- Coordinate transport requests and schedule vehicle movements to meet organizational needs.
- Ensure vehicles are well-maintained, serviced, and in good working condition.
- Monitor fuel consumption, manage fuel requests, and track vehicle usage.
Maintain up-to-date vehicle documents, including insurance, registration, and logbooks.
- Supervise designated drivers and ensure adherence to transport policies.
Logistics & Stores Management
- Assist in the issuance and tracking of inventory for different departments.
- Conduct stocktaking exercises (quarterly and annually) and report stock levels.
- Maintain accurate records of stock movements, receipts, and issuance.
- Ensure the store is well-organized and items are properly stored.
- Verify received goods against delivery notes and purchase orders, reporting any discrepancies.
- Ensure the administration and processing of documentation for goods in transit. Both local and international
Facility & Asset Maintenance
- Support routine maintenance of buildings, grounds, and office equipment.
- Assist in coordinating repairs, renovations, and procurement of maintenance supplies.
- Maintain a register of ACEZ assets and develop a cost-effective maintenance plan.
- Work with vendors for contracted maintenance services and ensure timely execution of tasks.
Key Attributes/Skills and Practical Experience:
- Organizational Skills
Ability to multitask, prioritize tasks effectively, and manage time well to ensure smooth coordination of transport, logistics, and administrative activities.
- Attention to Detail
Keen eye for accuracy when managing records, inventory, and documentation, especially for stock levels, vehicle documents, and compliance paperwork.
- Problem-Solving Ability
Able to quickly assess challenges (e.g., vehicle breakdowns, stock discrepancies, vendor issues) and implement practical solutions.
- Strong Communication Skills
Clear verbal and written communication to interact with vendors, staff, and to keep documentation well-recorded and understood.
- Integrity and Accountability
Upholds high ethical standards, especially in handling physical assets, stores, and administrative compliance responsibilities.
- Technical Competence
Basic understanding of vehicle maintenance, stock control systems, and facility operations to support technical aspects of the role.
- Initiative and Proactiveness
Takes proactive steps to prevent issues, such as scheduling maintenance ahead of breakdowns or identifying potential compliance gaps.
- Leadership and Team Coordination
Ability to supervise and coordinate support staff, while working collaboratively with internal departments.
- Knowledge of Regulatory and Safety Standards
Familiarity with administrative compliance requirements (fire safety, health inspections, transport laws, etc.).
- Adaptability and Flexibility
Willing to adjust quickly to changing organizational needs, such as urgent transport demands, vendor delays, or facility issues.
Education and Qualifications:
- Grade 12 certificate or equivalent
- Degree in Bachelor of Arts in Administration/Business Management /Logistics Management or equivalent
- Record of success: Minimum of 5 years’ experience and a record of having succeeded in a similar role is a must. Demonstrated success in some of the most outstanding aspects of this job is an attribute ACE and Management in Zambia will be keenly looking out for.
A Drivers Licence with at least 3 years driving experience is a must
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
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