INTRODUCTION TO THE NOCAD MONZE OFFICE:

Founded in 1998, NOCAD is a local non-profit development and humanitarian NGO that has managed and implemented projects across Monze, Pemba Namwala, and Gwembe in Zambia’s Southern province. With broad multisectoral expertise, we have delivered projects aligned with our four strategic areas: Agriculture and Climate, Health & WASH, Education and Empowerment, and Emergency Preparedness Response. NOCAD remains dedicated to supporting rural, low-income communities throughout Zambia, striving to make a meaningful impact.

In addition to our development initiatives, we are expanding our work to include humanitarian efforts, focusing on Emergency Preparedness and Response (EPR).

INFORMATION ABOUT THE POSITION:

The Operations Officer supports effective program delivery by managing day-to-day operational, administrative, and procurement functions. The role ensures efficient office operations, transparent and compliant procurement processes, and effective use of resources, while maintaining accountability to donors, beneficiaries, and organizational policies.

KEY ROLES AND RESPONSIBILITIES :

Human Resources (HR) Management

• Coordinate recruitment processes (job postings, shortlisting, interviews, onboarding).
• Maintain employee records and HR database (contracts, leave, attendance).
• Administer payroll inputs (timesheets, leave records, allowances).
• Support staff performance management processes (appraisals, reviews).
• Ensure compliance with local labor laws and organizational HR policies.
• Handle staff welfare issues and facilitate training and capacity-building activities.

Operations & Administration

• Coordinate daily operational activities to support program implementation.
• Ensure efficient office operations, including logistics, transport, facilities, and travel arrangements.
• Provide administrative and logistical support to field teams.
• Maintain accurate records, filing systems, and operational documentation.
• Support budget tracking and cost control for operational activities.
• Ensure compliance with organizational policies and donor requirements.
• Support internal and external audits by maintaining proper documentation.

Procurement & Supply Chain Management

• Implement procurement processes in line with organizational policies and donor regulations.
• Develop procurement plans in collaboration with program teams.
• Source, prequalify, and manage suppliers through fair, transparent, and competitive processes.
• Manage RFQs, RFPs, tenders, bid evaluations, purchase orders, and contracts.
• Ensure value for money and cost efficiency in all procurement activities.
• Track deliveries and ensure quality and timely receipt of goods and services.
• Maintain supplier databases, inventory, assets, and stock records.

Compliance & Accountability

• Ensure all operations and procurement activities comply with donor rules and organizational policies.
• Promote transparency, accountability, and ethical practices.
• Identify, monitor, and report operational and procurement risks.
• Support audit processes and address audit findings as required.

REQUIRED SKILLS AND EXPERIENCE:

• Minimum Certificate or Diploma in Business Administration, CIPS, Business Management
• At least one year of work experience in procurement, office administration, and human resources within an NGO is required.
• Fluent in English, Tonga and Nyanja
• Proficeient in the use of computers; preferably Microsoft Office package
• Understanding NGO policies
• Able to engage with Stakeholders

PERSONAL QUALITIES:

• Proficient computing skills
• Highly resorceful
• Highly adaptable
• Able to endure

WE CAN OFFER

• Great Work environment and good compensation package
• Overseeing operational functions of then organization

We encourage residents of Monze and nearby towns who meet the qualifications to apply. We offer equal opportunities regardless of gender, age, disability, or cultural background.

• Coordinate recruitment processes (job postings, shortlisting, interviews, onboarding).
• Maintain employee records and HR database (contracts, leave, attendance).
• Administer payroll inputs (timesheets, leave records, allowances).
• Support staff performance management processes (appraisals, reviews).
• Ensure compliance with local labor laws and organizational HR policies.
• Handle staff welfare issues and facilitate training and capacity-building activities.
• Coordinate daily operational activities to support program implementation.
• Ensure efficient office operations, including logistics, transport, facilities, and travel arrangements.
• Provide administrative and logistical support to field teams.
• Maintain accurate records, filing systems, and operational documentation.
• Support budget tracking and cost control for operational activities.
• Ensure compliance with organizational policies and donor requirements.
• Support internal and external audits by maintaining proper documentation.
• Implement procurement processes in line with organizational policies and donor regulations.
• Develop procurement plans in collaboration with program teams.
• Source, prequalify, and manage suppliers through fair, transparent, and competitive processes.
• Manage RFQs, RFPs, tenders, bid evaluations, purchase orders, and contracts.
• Ensure value for money and cost efficiency in all procurement activities.
• Track deliveries and ensure quality and timely receipt of goods and services.
• Maintain supplier databases, inventory, assets, and stock records.
• Ensure all operations and procurement activities comply with donor rules and organizational policies.
• Promote transparency, accountability, and ethical practices.
• Identify, monitor, and report operational and procurement risks.
• Support audit processes and address audit findings as required.

• Fluent in English, Tonga and Nyanja
• Proficeient in the use of computers; preferably Microsoft Office package
• Understanding NGO policies
• Able to engage with Stakeholders
• Proficient computing skills
• Highly resorceful
• Highly adaptable
• Able to endure

• Minimum Certificate or Diploma in Business Administration, CIPS, Business Management
• At least one year of work experience in procurement, office administration, and human resources within an NGO is required.