Organizational Background

Good Neighbors International is an international humanitarian and development NGO founded in South Korea in 1991. The organization operates in more than 40 countries worldwide with the mission of creating a world without hunger, where people live together in harmony. Through community-centered development initiatives, Good Neighbors works to empower vulnerable and marginalized populations regardless of ethnicity, religion, belief, or nationality while promoting dignity, self-reliance, and the protection of human rights.

Good Neighbors Zambia (GNZ), established in 2012, implements Community Development Programs in the areas of education, health, child protection, water and sanitation, income generation, and humanitarian response. GNZ is committed to creating an environment where children’s rights are protected, and communities achieve sustainable development through empowerment, leadership, and local ownership.

Position Details

Position Title: Senior Administration Officer

Location Lusaka - Head Office

Contract Duration: One-year contract (renewable subject to funding availability, employee performance, and mutual agreement)

Reporting Line: Management Team

Tasks to be undertaken

1. Human Resources Management

• Lead recruitment and selection processes, including preparation of evaluation reports.
• Coordinate orientation and induction programs for newly recruited employees.
• Prepare and manage employment contracts, job descriptions, and staff performance appraisal documentation.
• Draft official HR correspondence, including employment, disciplinary, and termination letters.
• Maintain and update staff personnel files and HR records.
• Manage annual leave records and monitor staff leave balances.
• Conduct regular assessments of administrative systems and recommend operational improvements.

2. Procurement, Logistics, and Inventory Management

• Supervise procurement processes and ensure strict adherence to organizational procurement policies and procedures.
• Chair tender evaluation committees and prepare procurement evaluation reports.
• Oversee logistics operations and inventory control systems under the Administration Department.
• Prepare contracts and service agreements for vendors and monitor contract performance, renewals, and terminations.
• Develop and update the Annual Procurement Plan quarterly.
• Coordinate logistical planning for monthly, quarterly, and annual operational activities and budgets.
• Establish and monitor procurement plans to ensure timely and efficient acquisition of goods and services.
• Ensure accurate delivery, distribution, and accountability of supplies across all operational areas.
• Maintain accurate records of organizational assets and inventory, including disposal plans and maintenance schedules.
• Supervise the proper use, maintenance, and protection of organizational assets, including vehicles, computers, generators, phones, and office equipment.
• Coordinate vehicle allocations and monitor vehicle movements according to approved schedules and operational needs.
• Organize staff travel, accommodation, and movement of equipment for field activities and organizational meetings.

Qualifications and Experience

Applicants must meet the following minimum requirements:

• Bachelor’s degree in Human Resource Management, Procurement, Logistics, Business Administration, or a related field.
• Membership in a relevant professional body is mandatory (ZIHRM, ZPPA, CILT).
• Minimum of five (5) years of relevant professional experience in administration, including human resources, procurement, and logistics management.
• Strong knowledge of HR administration, procurement procedures, logistics coordination, and inventory management.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Excellent written and verbal communication skills in English.
• Strong organizational, planning, and problem-solving skills.
• Ability to prioritize tasks, manage deadlines, and work effectively in a multicultural and international environment.
• Demonstrated commitment to the organization’s mission, vision, values, and safeguarding principles.

• Lead recruitment and selection processes, including preparation of evaluation reports.
• Coordinate orientation and induction programs for newly recruited employees.
• Prepare and manage employment contracts, job descriptions, and staff performance appraisal documentation.
• Draft official HR correspondence, including employment, disciplinary, and termination letters.
• Maintain and update staff personnel files and HR records.
• Manage annual leave records and monitor staff leave balances.
• Conduct regular assessments of administrative systems and recommend operational improvements.
• Supervise procurement processes and ensure strict adherence to organizational procurement policies and procedures.
• Chair tender evaluation committees and prepare procurement evaluation reports.
• Oversee logistics operations and inventory control systems under the Administration Department.
• Prepare contracts and service agreements for vendors and monitor contract performance, renewals, and terminations.
• Develop and update the Annual Procurement Plan quarterly.
• Coordinate logistical planning for monthly, quarterly, and annual operational activities and budgets.
• Establish and monitor procurement plans to ensure timely and efficient acquisition of goods and services.
• Ensure accurate delivery, distribution, and accountability of supplies across all operational areas.
• Maintain accurate records of organizational assets and inventory, including disposal plans and maintenance schedules.
• Supervise the proper use, maintenance, and protection of organizational assets, including vehicles, computers, generators, phones, and office equipment.
• Coordinate vehicle allocations and monitor vehicle movements according to approved schedules and operational needs.
• Organize staff travel, accommodation, and movement of equipment for field activities and organizational meetings.

• Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Excellent written and verbal communication skills in English.
• Strong organizational, planning, and problem-solving skills.
• Ability to prioritize tasks, manage deadlines, and work effectively in a multicultural and international environment.
• Strong knowledge of HR administration, procurement procedures, logistics coordination, and inventory management.

• Bachelor’s degree in Human Resource Management, Procurement, Logistics, Business Administration, or a related field.
• Membership in a relevant professional body is mandatory (ZIHRM, ZPPA, CILT).
• Demonstrated commitment to the organization’s mission, vision, values, and safeguarding principles.