About the Role

The Human Resource and Administration Department at ZCCM-IH ensures smooth workforce support and the efficient functioning of company offices through comprehensive administration, transport and fleet management, facilities oversight, logistics, and office services. This role is critical in strengthening administrative controls, follow-up processes, and record management to support company growth and operational demands.

The Temporary Administrative Assistant will manage logistics, facilities support, service-provider coordination, document control, invoice verification, and reporting. Additionally, the role involves administering company conference facilities for internal and external clients, including handling bookings, client communications, invoicing, venue readiness, and income reconciliation. Flexibility to work outside normal hours for meetings and events is required.

Key Responsibilities for Temporary Administrative Assistant Jobs in Lusaka

• Maintain accurate operational trackers for travel, meetings, facilities, vendors, supplies, service providers, conference bookings, invoices, payments, and outstanding actions.
• Prepare weekly, monthly, and ad hoc reports highlighting pending actions, payment variances, service gaps, and maintenance needs.
• Verify invoices and supporting documents against quotations, purchase orders, and confirmed services; track payments and support reconciliations.
• Coordinate travel, meetings, deliveries, office access, supplies, and logistics for Lusaka and provincial offices.
• Maintain physical and electronic records with comprehensive audit trails for financial and service documents.
• Support facilities administration by monitoring maintenance requests, coordinating service providers, managing inventories, and following up on deliverables.
• Administer conference bookings, coordinate venue preparation, equipment, catering, access, inspections, and handovers.
• Reconcile conference bookings with financial records and report on utilization, income, costs, and outstanding payments.
• Prepare correspondence, schedules, and administrative documents; follow up on assigned matters and perform additional duties as required.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Business Management, Logistics, or a related field from a recognized institution.
• Intermediate to advanced proficiency in Microsoft Excel, including use of trackers, formulas, reconciliations, and report generation.
• Proficiency in Microsoft Word, PowerPoint, Outlook, and electronic filing systems.
• A Certificate in Protocol and Diplomacy is an advantage.
• Minimum of three (3) years’ relevant experience in office administration, logistics, facilities support, finance-related administration, conference or events coordination, or customer service.
• Proven ability to maintain operational trackers, prepare reports, verify invoices, support reconciliations, coordinate service providers, and manage administrative follow-up.

Skills and Competencies

Technical Skills: Administrative reporting, Excel-based tracking, invoice verification, payment tracking, document control, facilities and logistics coordination, conference booking and event support.

Behavioural Skills: Professional communication, customer service, integrity, confidentiality, attention to detail, accountability, teamwork, and service orientation.

Personal Effectiveness: Planning and organisation, timely follow-up, initiative, sound judgement, problem-solving, and ability to manage competing priorities including working outside normal hours when required.

• Maintain accurate operational trackers for travel, meetings, facilities, vendors, supplies, service providers, conference bookings, invoices, payments, and outstanding actions.
• Prepare weekly, monthly, and ad hoc reports highlighting pending actions, payment variances, service gaps, and maintenance needs.
• Verify invoices and supporting documents against quotations, purchase orders, and confirmed services; track payments and support reconciliations.
• Coordinate travel, meetings, deliveries, office access, supplies, and logistics for Lusaka and provincial offices.
• Maintain physical and electronic records with comprehensive audit trails for financial and service documents.
• Support facilities administration by monitoring maintenance requests, coordinating service providers, managing inventories, and following up on deliverables.
• Administer conference bookings, coordinate venue preparation, equipment, catering, access, inspections, and handovers.
• Reconcile conference bookings with financial records and report on utilization, income, costs, and outstanding payments.
• Prepare correspondence, schedules, and administrative documents; follow up on assigned matters and perform additional duties as required.

• Administrative reporting
• Excel-based tracking
• Invoice verification
• Payment tracking
• Document control
• Facilities and logistics coordination
• Conference booking and event support
• Professional communication
• Customer service
• Integrity
• Confidentiality
• Attention to detail
• Accountability
• Teamwork
• Service orientation
• Planning and organisation
• Timely follow-up
• Initiative
• Sound judgement
• Problem-solving
• Ability to manage competing priorities including working outside normal hours when required

• Bachelor’s degree in Business Administration, Business Management, Logistics, or a related field from a recognized institution.
• Intermediate to advanced proficiency in Microsoft Excel, including use of trackers, formulas, reconciliations, and report generation.
• Proficiency in Microsoft Word, PowerPoint, Outlook, and electronic filing systems.
• A Certificate in Protocol and Diplomacy is an advantage.
• Minimum of three (3) years’ relevant experience in office administration, logistics, facilities support, finance-related administration, conference or events coordination, or customer service.
• Proven ability to maintain operational trackers, prepare reports, verify invoices, support reconciliations, coordinate service providers, and manage administrative follow-up.