Position Overview

Reporting directly to the Managing Director, the Administrator will manage the day-to-day administrative functions of the Institute. This includes oversight of student and staff records, registry operations, correspondence, procurement, asset management, and supervision of support staff. The role requires ensuring smooth office systems and supporting various institutional functions including admissions, human resources, and finance.

Key Responsibilities for Administrator Jobs in Kalulushi

• Coordinate daily administrative and office operations while supervising support staff.
• Maintain accurate, confidential student, staff, and academic records in both physical and electronic formats.
• Manage institutional correspondence, filing systems, and issuance of official documents.
• Support admissions, registration, and intake processes, including managing the online admissions platform.
• Prepare agendas, minutes, and follow-up actions for management and departmental meetings.
• Oversee procurement of office and teaching supplies, maintain asset registers, and control stock levels.
• Supervise campus cleanliness, security, hostel administration, and maintenance of Institute property.
• Assist with human resource administration, including attendance, leave records, contracts, and personnel files.
• Support finance functions related to student fee records, receipting, documentation, and account reconciliation.
• Liaise with regulatory bodies such as the General Nursing Council of Zambia and clinical placement sites.
• Prepare periodic administrative reports and undertake additional duties as assigned.

Qualifications and Experience Required

• Full Grade Twelve (12) School Certificate with at least five (5) O-Levels including English Language and Mathematics.
• Diploma or Degree in Business Administration, Public Administration, Human Resource Management, Office Management, or a related field from a recognized institution.
• Minimum of three (3) years’ proven experience in an Administrator or similar role, preferably within a school, college, or training institution.
• Proficiency in Microsoft Word, Excel, email, and computerized record-keeping or management information systems.
• Knowledge of records management, procurement practices, and Zambian labour legislation.
• Membership in a relevant professional body, such as the Zambia Institute of Human Resource Management, is advantageous.
• Zambian citizenship with a valid National Registration Card and the ability to provide traceable referees.

Key Competencies and Attributes

• Integrity, discretion, and confidentiality in managing sensitive student and staff information.
• Strong command of written and spoken English, including report and minute writing skills.
• Excellent organizational skills with a keen eye for accuracy and the ability to meet deadlines under pressure.
• Leadership skills to supervise, motivate, and hold support staff accountable, while maintaining professional relationships with students, parents, staff, and regulators.
• Ability to work independently, including occasional weekend duties during peak intake and examination periods.

Residency Preference

Preference will be given to candidates residing in Kalulushi. Applicants from Chambeshi, Kitwe, Mufulira, Chingola, and Luanshya may also be considered if they can commute daily without relocating. Please note that the Institute does not provide relocation assistance, accommodation, or housing allowances. Applicants must clearly state their current place of residence in their application letter.

• Coordinate daily administrative and office operations while supervising support staff.
• Maintain accurate, confidential student, staff, and academic records in both physical and electronic formats.
• Manage institutional correspondence, filing systems, and issuance of official documents.
• Support admissions, registration, and intake processes, including managing the online admissions platform.
• Prepare agendas, minutes, and follow-up actions for management and departmental meetings.
• Oversee procurement of office and teaching supplies, maintain asset registers, and control stock levels.
• Supervise campus cleanliness, security, hostel administration, and maintenance of Institute property.
• Assist with human resource administration, including attendance, leave records, contracts, and personnel files.
• Support finance functions related to student fee records, receipting, documentation, and account reconciliation.
• Liaise with regulatory bodies such as the General Nursing Council of Zambia and clinical placement sites.
• Prepare periodic administrative reports and undertake additional duties as assigned.

• Proficiency in Microsoft Word, Excel, email, and computerized record-keeping or management information systems.
• Knowledge of records management, procurement practices, and Zambian labour legislation.
• Integrity, discretion, and confidentiality in managing sensitive student and staff information.
• Strong command of written and spoken English, including report and minute writing skills.
• Excellent organizational skills with a keen eye for accuracy and the ability to meet deadlines under pressure.
• Leadership skills to supervise, motivate, and hold support staff accountable, while maintaining professional relationships with students, parents, staff, and regulators.
• Ability to work independently, including occasional weekend duties during peak intake and examination periods.

• Full Grade Twelve (12) School Certificate with at least five (5) O-Levels including English Language and Mathematics.
• Diploma or Degree in Business Administration, Public Administration, Human Resource Management, Office Management, or a related field from a recognized institution.
• Minimum of three (3) years’ proven experience in an Administrator or similar role, preferably within a school, college, or training institution.
• Zambian citizenship with a valid National Registration Card and the ability to provide traceable referees.
• Membership in a relevant professional body, such as the Zambia Institute of Human Resource Management, is advantageous.