Chimfunshi Wildlife Orphanage Trust (CWOT) is seeking an Administration Officer.

Chimfunshi Wildlife Orphanage Trust in Zambia is a unique sanctuary and thriving ecosystem for conservation and community care. One of the largest chimpanzee sanctuaries in the world, it covers thousands of hectares of Miombo forest and wetlands, providing a haven for rescued chimpanzees and other wildlife.

Established in the early 1980s, Chimfunshi supports several hundred people by providing exceptional animal care and improving the livelihoods of staff through employment and training. This holistic approach makes Chimfunshi a model for sustainable coexistence and conservation, and fosters positive change in the surrounding community.

Role:

As an Administration Officer you will play a pivotal role in ensuring the smooth functioning of the organization by handling various administrative tasks. Your key responsibilities often include managing office supplies, coordinating schedules, maintaining records and assisting with human resources tasks such as recruitment and onboarding. Additionally, you may be involved liaising with external vendors.

Responsibilities or duties:

1. Front Office & Visitor Management

• Welcome visitors, issue receipts, and direct them appropriately
• Handle incoming calls and email enquiries in a courteous and professional manner
• Coordinate with hospitality for bookings for visits, overnight stays, and activities
• Support gift shop operations
• Respond promptly to visitor enquiries and complaints

2. Office Administration & Coordination

• Manage office supplies and place orders when required
• Organize in-house and external events
• Arrange travel and accommodation as needed
• Distribute and manage correspondence (letters, emails, packages)
• Prepare reports and presentations as assigned
• Ensure smooth communication between Chimfunshi and the Chingola office
• Operate and maintain office equipment (printers, copiers, etc.)
• Update and maintain office policies

3. Records & Document Management

• Maintain and update company databases
• Organize and maintain filing systems for important and confidential documents
• Ensure confidentiality and security of files and records
• Print and manage administrative documents (leave forms, requisitions, pay-in/out forms, etc.)
• Ensure all finance and administrative documents are properly filed

4. Human Resources & Administrative Support

• Maintain employee records, attendance registers, and leave management systems
• Support contract preparation and maintain employment records
• Serve as a point of contact for employees regarding administrative procedures

5. Finance & Accounting Support

• Support the finance officer with daily cash flow and daily cash statements
• Support payroll preparation
• Support statutory compliance (tax filings, NAPSA, NHIMA, etc.)
• Assist with drafting finance-related correspondence

6. General Responsibilities

• Coordinate internal communications and ensure staff are informed of relevant updates
• Carry out any other duties as required by management

Qualifications or requirements (e.g., education, skills)

• A full Grade 12 school certificate
• Degree or diploma in administration
• Must have good communication skills in English and Bemba
• Must know how to use the Microsoft Office Pack and Outlook
• Excellent documentation skills
• Good office equipment knowledge (printer, hard drives, laminator, etc.)
• Good communication skills
• Alert and attentive to details
• Must demonstrate a high level of maturity

Experience needed

• Minimum of 2 years of experience

Any other provided details

• Preferred Hours: 6 days/week
• Benefit in kind: The Company is providing accommodation at Chimfunshi, water from boreholes, electricity from solar panels.
• Time commitment: 3 years, to start as soon as possible (6-month probation)
• Additional courses in business management and finance are an added advantage

• Welcome visitors, issue receipts, and direct them appropriately
• Handle incoming calls and email enquiries in a courteous and professional manner
• Coordinate with hospitality for bookings for visits, overnight stays, and activities
• Support gift shop operations
• Respond promptly to visitor enquiries and complaints
• Manage office supplies and place orders when required
• Organize in-house and external events
• Arrange travel and accommodation as needed
• Distribute and manage correspondence (letters, emails, packages)
• Prepare reports and presentations as assigned
• Ensure smooth communication between Chimfunshi and the Chingola office
• Operate and maintain office equipment (printers, copiers, etc.)
• Update and maintain office policies
• Maintain and update company databases
• Organize and maintain filing systems for important and confidential documents
• Ensure confidentiality and security of files and records
• Print and manage administrative documents (leave forms, requisitions, pay-in/out forms, etc.)
• Ensure all finance and administrative documents are properly filed
• Maintain employee records, attendance registers, and leave management systems
• Support contract preparation and maintain employment records
• Serve as a point of contact for employees regarding administrative procedures
• Support the finance officer with daily cash flow and daily cash statements
• Support payroll preparation
• Support statutory compliance (tax filings, NAPSA, NHIMA, etc.)
• Assist with drafting finance-related correspondence
• Coordinate internal communications and ensure staff are informed of relevant updates
• Carry out any other duties as required by management

• Good communication skills in English and Bemba
• Must know how to use the Microsoft Office Pack and Outlook
• Excellent documentation skills
• Good office equipment knowledge (printer, hard drives, laminator, etc.)
• Good communication skills
• Alert and attentive to details
• Must demonstrate a high level of maturity

• A full Grade 12 school certificate
• Degree or diploma in administration
• Minimum of 2 years of experience
• Additional courses in business management and finance are an added advantage