Vacancy title:
Administrative Officer

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office, Accounting & Finance, Business Operations, Social Services & Nonprofit]

Jobs at:
People in Need

Deadline of this Job:
Wednesday, November 19 2025

Duty Station:
Choma | Choma | Zambia

Summary
Date Posted: Thursday, November 13 2025, Base Salary: Not Disclosed

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JOB DETAILS:

POSITION SUMMARY: The Administrative Officer will support the implementation of transparent, efficient, and reliable logistics, finance, and administrative processes to ensure the smooth functioning of the Choma Office and compliance with People in Need (PIN) procedures and regulations. The position holder will manage the Choma cash box, ensure the accuracy of all cash transactions, and maintain proper documentation for audit and reporting purposes.

MAIN DUTIES AND RESPONSIBILITIES

Responsibilities and Tasks

1) Finance administration   

• Manage the PIN Zambia cash box in Choma, including payment of advances, clearance of advances, and reimbursement of project-related expenses.
• Record and encode all daily financial transactions accurately, ensuring proper bookkeeping and regular reconciliation of cash books.
• Conduct regular cash reconciliations every Friday and at month-end.
• Verify the accuracy of all bills and invoices (checking dates, amounts, supplier details, descriptions, and signatures) before submission to the Finance Officer for ELO upload.
• Sort, scan, and file all PIN financial and administrative forms; upload them to SharePoint and send physical copies to the Lusaka Office for posting.
• Process payments to PIN stakeholders in line with approved documentation and procedures.
• Participate in all relevant finance meetings as required.

2) Logistics and Procurement   

Procurement and Stock Management: 

• Procure Low value goods and services following PIN procedures and donor rules; maintain proper records of procurement documents.
• Handle payments to stakeholders ensuring all documentation is correct.
• Collect and check invoices from vendors ensure accuracy (dates, amounts, supplier details, descriptions, signatures) before handing them to Finance for payment.
• Assist in stock management by preparing Stock Cards, Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), Stock Release and inventory papers and monitor and update records of secondary assets.
• Upload Purchase requests and contracts on ELO for approval.
• Keep track on deadline of delivery stipulated in each Contract and send out necessary reminder to suppliers if the deadline is approaching.
• Additional responsibilities or other tasks as assigned by line manager.

Fleet management:

•  Refuel project vehicles as required and maintain a comprehensive fuel usage overview, documenting all refueling activities accurately.
• Assist in maintaining and updating vehicle logbooks, ensuring records are complete, accurate, and compliant with organizational policies.
• Coordinate and arrange transport logistics for project staff movements and distribution activities, ensuring timely and efficient support for field operations.

Base and Asset management:

•  Ensure efficient daily office operations by maintaining cleanliness, managing office supplies, overseeing the procurement of consumables and stationery, and coordinating the timely payment of utility bills.
• Update and monitor base expenditure and the Stock Consumables monitoring tool regularly.
• Support stock and asset management quarterly; ensure all items are safely stored and documented.
• Handle maintenance and repairs for the office.
• Manage office events and coordinate transport and accommodation for staff and visitors.
• Address administrative requirements related to the organization’s operations.

Requirements

Competency Requirements

1) Education & Qualifications

• Bachelor’s degree in Business Administration, Supply chain Management or a related field.
• Diploma or better in Mathematics, Accounts or Finance
• Professional certification (ZICA, ACCA, CIMA, or equivalent) is an added advantage.

2) Experience 

• Minimum of three (3) years’ in Administrative Operations, with experience in finance as an added advantage.
• Familiarity with statutory and donor compliance requirements, bank operations, and audit processes.
• Experience in project-based financial management, preferably within donor-funded programmes.

3) Technical Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiar with NAVISION, ELO, and other accounting or document management systems.
• Sound understanding of bank reconciliations and financial reporting. 4) Core Competencies
• High level of integrity, accuracy, and attention to detail.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple priorities and meet deadlines.
• Team-oriented yet able to work independently with minimal supervision.
• Commitment to and understanding of PIN’s aims, values and principles 
• Ability to use MS Office, especially Excel, Word and PowerPoint 
• Good report-writing skills 

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

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