Background

The Alliance for Children Everywhere Zambia (ACEZ) is inviting applications from well-organized, courteous, and service-oriented individuals for the position of Office Assistant (Stores, Front Desk & Meeting Support). ACEZ has served vulnerable children, families, and communities in Zambia for over 25 years through education, family strengthening, and care reform programming. As a Christian-cultured organization, we uphold professionalism, integrity, accountability, integrity and excellence in all our operations.

Job Summary

The Office Assistant will play a vital role in ensuring smooth front-desk operations, supporting stores movement, and assisting with meeting and office logistics at ACE Zambia Headquarters. The ideal candidate is reliable, attentive to detail, and able to maintain a professional, welcoming, and orderly office environment while supporting internal staff and interacting with visitors.

Job Purpose

To provide professional front-desk support, manage movement and basic records of office stores, assist with meeting preparation and logistics, and ensure a clean, orderly, and welcoming office environment that supports smooth internal operations and quality service to visitors and staff.

Key Responsibilities

• Welcome and receive visitors, verify their purpose of visit, maintain the visitor logbook, and notify staff of arrivals.
• Answer incoming calls courteously, direct enquiries, and take messages where needed.
• Maintain a clean, orderly, and professional front office area.
• Support movement of office stores and supplies in and out of storage.
• Receive delivered items, assist with checking, labelling, stacking, and signing off delivery notes under supervision.
• Maintain basic stores records, support routine stock counts, and report discrepancies.
• Assist with collecting and delivering small office items, supplies, and official mail as assigned.
• Assist with meeting preparation (arranging chairs/tables, simple AV setup, water/tea preparation).
• Ensure meeting rooms are set and cleared on time.
• Support the Administration team with general office duties as assigned.
• Maintain confidentiality and handle office/visitor information responsibly.
• Keep front desk, hallways, and meeting spaces tidy and accessible.
• Ensure compliance with ACE Zambia’s safeguarding, administrative, and operational procedures.
• Perform any other related duties assigned by the Administrative Officer.

Qualifications, Experience, Knowledge and Skills

Minimum level of academic qualifications required to perform effectively in the role

• Grade 12 Certificate
• Diploma in Business Administration or Related Field. Additional training in stores, reception, or administration is an added advantage.

Attributes and Skills

• Courteous, professional, and customer-service oriented
• Good interpersonal and communication skills
• Basic record-keeping and numeracy skills
• Reliable, honest, and punctual
• Organized, detail-oriented, and able to multitask
• Able to follow instructions and work with minimal supervision
• Able to move light office supplies and meeting furniture
• Basic understanding of office procedures and front-desk etiquette

• Welcome and receive visitors, verify their purpose of visit, maintain the visitor logbook, and notify staff of arrivals.
• Answer incoming calls courteously, direct enquiries, and take messages where needed.
• Maintain a clean, orderly, and professional front office area.
• Support movement of office stores and supplies in and out of storage.
• Receive delivered items, assist with checking, labelling, stacking, and signing off delivery notes under supervision.
• Maintain basic stores records, support routine stock counts, and report discrepancies.
• Assist with collecting and delivering small office items, supplies, and official mail as assigned.
• Assist with meeting preparation (arranging chairs/tables, simple AV setup, water/tea preparation).
• Ensure meeting rooms are set and cleared on time.
• Support the Administration team with general office duties as assigned.
• Maintain confidentiality and handle office/visitor information responsibly.
• Keep front desk, hallways, and meeting spaces tidy and accessible.
• Ensure compliance with ACE Zambia’s safeguarding, administrative, and operational procedures.
• Perform any other related duties assigned by the Administrative Officer.

• Courteous, professional, and customer-service oriented
• Good interpersonal and communication skills
• Basic record-keeping and numeracy skills
• Reliable, honest, and punctual
• Organized, detail-oriented, and able to multitask
• Able to follow instructions and work with minimal supervision
• Able to move light office supplies and meeting furniture
• Basic understanding of office procedures and front-desk etiquette

• Grade 12 Certificate
• Diploma in Business Administration or Related Field. Additional training in stores, reception, or administration is an added advantage.