Organizational and Project Overview

Background:

Coalition Health Zambia (CHZ) is a Zambian organization working to improve health outcomes through health systems strengthening, technical assistance, service delivery, community engagement, capacity building, partnerships and innovation. CHZ collaborates with the Ministry of Health, development partners, civil society organizations, communities and other stakeholders to implement sustainable health interventions to improve individuals and communities' health in Zambia and the region.

In partnership with the CIDRZ led Controlling HIV Epidemic Project (CHEP), CHZ is implementing Coordinated, Community-led Demand Creation for PrEP in 16 districts across 6 provinces. The goal is to increase awareness, informed decision-making, and uptake of PrEP including Lenacapavir (LEN) as part of Zambia’s combination HIV prevention package through coordinated Social and Behavior Change (SBC) interventions and community mobilization among priority populations the high burden districts. CHZ will work closely with the Ministry of Health (MoH), National HIV/AIDS/STI/TB Council (NAC), the Provincial Health Offices, District Health Offices, community structures and other key stakeholders in implementing this activity

Position Summary:

The Transport & Logistics Assistant Consultant will provide reliable transport, logistics and administrative support to the organization/projects, ensuring the safe, efficient and accountable management and utilization of assigned vehicles and related logistics resources.

Key Responsibilities

Driving and Vehicle Operations

Drive organization vehicles throughout Zambia in support of project and operational activities, ensuring the safety and security of passengers, vehicle and cargo at all times, while strictly adhering to organizational policies, road traffic regulations and approved vehicle-use procedures.

Vehicle Care and Maintenance

Maintain assigned vehicles in a clean, safe and roadworthy condition. Conduct routine checks and promptly report mechanical defects, damage, abnormal vehicle performance or any other issues requiring attention.

Logistics and Administrative Support

Perform administrative and logistical duties in support of project activities, including purchasing and collection of goods/documents, liaison with suppliers and service providers, making logistical arrangements, processing approved payments and providing general field-level administrative support. Valid defensive driving training/certification will be an added advantage.

Financial Accountability

Handle project/organizational funds responsibly, maintain appropriate supporting documentation and provide timely and accurate accountability for all funds entrusted to the Consultant.

Representation and Client Support

Represent the organization/project professionally when interacting with visitors, partners, suppliers, government institutions and other stakeholders, providing courteous, responsive and appropriate support at all times.

Fuel and Toll Documentation

Ensure that all fuel Tom-Cards/receipts, e-Toll receipts and vehicle log sheets relating to the assigned vehicle are properly collected, maintained and submitted to the Transport and Logistics Officer in accordance with established procedures.

Vehicle Security

Ensure the security and proper custody of the assigned vehicle at all times, including appropriate parking, key control and compliance with vehicle security procedures.

Monthly Reporting

Prepare and submit the Transport & Logistics Assistant Consultant monthly report to the Transport and Logistics Officer within the prescribed reporting timelines.

Vehicle Key Custody

Maintain secure custody of vehicle keys and ensure that keys are only released or used in accordance with authorized vehicle-use procedures.

Other Duties

Perform any other reasonable transport, logistics, administrative or project-related duties assigned by the Transport and Logistics Officer or other authorized supervisors.

Other Requirements:

The successful candidate should possess:

• Good knowledge of Zambian roads and road traffic regulations, including experience travelling to various parts of the country.
• Ability to operate basic office equipment, including computers, scanners and photocopiers.
• Basic computer literacy, including familiarity with email, Microsoft Word and Excel.
• Ability to maintain accurate vehicle records, log sheets, fuel records and supporting documentation.
• Demonstrated ability to handle and account for funds responsibly.
• Excellent interpersonal and communication skills.
• Ability to work effectively as part of a team and under pressure.
• High level of integrity, reliability, confidentiality and accountability.
• Professional appearance and ability to interact appropriately with partners, clients, visitors and other stakeholders.
• Ability and willingness to undertake frequent field travel when required.
• Strong commitment to vehicle safety, passenger safety and organizational policies.

Education and Professional Qualifications:

• Minimum of a Grade 12 Certificate.
• ZCILT membership is an added advantage.
• Additional qualifications in Transport, Logistics, Administration or a related field will be an advantage.
• Possession of a valid and clean Class C or CE SADC Driver's License.

Experience:

Minimum of five (5) years of driving experience, of which at least three (3) years must have been in a professional/organizational driving role.

Previous experience working with NGOs, donor-funded projects or international development organizations will be highly advantageous.

Demonstrated experience in vehicle operations, field logistics and basic administrative support.

Proven experience handling organizational funds and maintaining proper financial accountability.

• Drive organization vehicles throughout Zambia in support of project and operational activities, ensuring the safety and security of passengers, vehicle and cargo at all times, while strictly adhering to organizational policies, road traffic regulations and approved vehicle-use procedures.
• Maintain assigned vehicles in a clean, safe and roadworthy condition. Conduct routine checks and promptly report mechanical defects, damage, abnormal vehicle performance or any other issues requiring attention.
• Perform administrative and logistical duties in support of project activities, including purchasing and collection of goods/documents, liaison with suppliers and service providers, making logistical arrangements, processing approved payments and providing general field-level administrative support.
• Handle project/organizational funds responsibly, maintain appropriate supporting documentation and provide timely and accurate accountability for all funds entrusted to the Consultant.
• Represent the organization/project professionally when interacting with visitors, partners, suppliers, government institutions and other stakeholders, providing courteous, responsive and appropriate support at all times.
• Ensure that all fuel Tom-Cards/receipts, e-Toll receipts and vehicle log sheets relating to the assigned vehicle are properly collected, maintained and submitted to the Transport and Logistics Officer in accordance with established procedures.
• Ensure the security and proper custody of the assigned vehicle at all times, including appropriate parking, key control and compliance with vehicle security procedures.
• Prepare and submit the Transport & Logistics Assistant Consultant monthly report to the Transport and Logistics Officer within the prescribed reporting timelines.
• Maintain secure custody of vehicle keys and ensure that keys are only released or used in accordance with authorized vehicle-use procedures.
• Perform any other reasonable transport, logistics, administrative or project-related duties assigned by the Transport and Logistics Officer or other authorized supervisors.

• Good knowledge of Zambian roads and road traffic regulations, including experience travelling to various parts of the country.
• Ability to operate basic office equipment, including computers, scanners and photocopiers.
• Basic computer literacy, including familiarity with email, Microsoft Word and Excel.
• Ability to maintain accurate vehicle records, log sheets, fuel records and supporting documentation.
• Demonstrated ability to handle and account for funds responsibly.
• Excellent interpersonal and communication skills.
• Ability to work effectively as part of a team and under pressure.
• High level of integrity, reliability, confidentiality and accountability.
• Professional appearance and ability to interact appropriately with partners, clients, visitors and other stakeholders.
• Ability and willingness to undertake frequent field travel when required.
• Strong commitment to vehicle safety, passenger safety and organizational policies.

• Minimum of a Grade 12 Certificate.
• ZCILT membership is an added advantage.
• Additional qualifications in Transport, Logistics, Administration or a related field will be an advantage.
• Possession of a valid and clean Class C or CE SADC Driver's License.