Project Summary:

CIDRZ is implementing the Controlling HIV Epidemic Project (CHEP) funded by the U.S. Department of State. The goal of CHEP is to improve the health outcomes of Zambians by preventing new infections among populations most at-risk of acquiring HIV and delivery of integrated HIV, Tuberculosis and Maternal, Newborn and Child Health services.

Job Summary

Reporting to Provincial Clinical Team Lead. The incumbent will provide administrative coordination of program activity implementation, monitoring work plans, and budgets. Supports efficient execution, quality service delivery, and timely reporting.

Main Duties:

• Coordinates implementation of program activities across supported districts and health facilities, ensuring alignment with approved work plans and timelines.
• Supports the development and execution of activity work plans and schedules, ensuring efficient sequencing and delivery of program interventions.
• Manages and coordinates transport operations, ensuring compliance with CIDRZ policies and regulations, and optimizing logistics efficiency.
• Supports budget development and actively track expenditure against approved budgets to ensure cost-effective implementation.
• Oversees budget utilization, ensuring all program activities are delivered within approved financial limits.
• Provides oversight of administrative processes by working closely with and supervises Administrative Assistants to ensure timely entry and processing of cash and procurement requests in relevant systems.
• Coordinates trainings, meetings, and field activities with Provincial Health Office (PHO), District Health Offices (DHOs), health facilities, and implementing partners.
• Maintains strong working relationships with PHO, DHOs and health facility staff to support effective program delivery and ownership.
• Ensures compliance with donor requirements, organizational policies, and national health guidelines across all program activities.
• Collaborates with warehouse teams to monitor stock levels, support distribution planning, and ensure availability of program commodities.
• Supervises and coordinate program drivers to ensure efficient transport planning and support to field operations.
• Ensures timely submission and follow-up of staff performance evaluations in line with organizational requirements.

Requirements:

• Full Grade 12 Certificate
• Bachelor of Arts/Science degree in Business/Management or related qualification from a reputable University
• Demonstrate proficiency in MS Office programs, including skills in Word, Excel, and PowerPoint
• At least 3 years of relevant work experience
• Demonstrated coordination experience
• Organizational, planning, coordination and communication skills
• Basic financial management and budgeting skills, including but not limited to budget planning, review and tracking, cost control and basic procurement process.
• Conversant with office management systems
• Must have financial and budgeting skills such as cost control, budget planning and tracking, procurement processes and basic financial reporting
• Should have organizational and planning skills (Project Planning and Scheduling, Time Management, Workflow Coordination and attention to detail)
• Should have experience in operations and logistics management (including transport management)
• Experience in program and project management including monitoring and progress reporting as well as risk identification and problem solving
• Must be highly organized, a team player, an independent thinker, and detail-oriented
• Excellent interpersonal skills, communication skills, flexible attitude, strong analytical and problem-solving skills.
• Project Management

• Coordinates implementation of program activities across supported districts and health facilities, ensuring alignment with approved work plans and timelines.
• Supports the development and execution of activity work plans and schedules, ensuring efficient sequencing and delivery of program interventions.
• Manages and coordinates transport operations, ensuring compliance with CIDRZ policies and regulations, and optimizing logistics efficiency.
• Supports budget development and actively track expenditure against approved budgets to ensure cost-effective implementation.
• Oversees budget utilization, ensuring all program activities are delivered within approved financial limits.
• Provides oversight of administrative processes by working closely with and supervises Administrative Assistants to ensure timely entry and processing of cash and procurement requests in relevant systems.
• Coordinates trainings, meetings, and field activities with Provincial Health Office (PHO), District Health Offices (DHOs), health facilities, and implementing partners.
• Maintains strong working relationships with PHO, DHOs and health facility staff to support effective program delivery and ownership.
• Ensures compliance with donor requirements, organizational policies, and national health guidelines across all program activities.
• Collaborates with warehouse teams to monitor stock levels, support distribution planning, and ensure availability of program commodities.
• Supervises and coordinate program drivers to ensure efficient transport planning and support to field operations.
• Ensures timely submission and follow-up of staff performance evaluations in line with organizational requirements.

• Organizational, planning, coordination and communication skills
• Basic financial management and budgeting skills, including but not limited to budget planning, review and tracking, cost control and basic procurement process.
• Conversant with office management systems
• Financial and budgeting skills such as cost control, budget planning and tracking, procurement processes and basic financial reporting
• Organizational and planning skills (Project Planning and Scheduling, Time Management, Workflow Coordination and attention to detail)
• Experience in operations and logistics management (including transport management)
• Experience in program and project management including monitoring and progress reporting as well as risk identification and problem solving
• Highly organized, a team player, an independent thinker, and detail-oriented
• Excellent interpersonal skills, communication skills, flexible attitude, strong analytical and problem-solving skills.

• Full Grade 12 Certificate
• Bachelor of Arts/Science degree in Business/Management or related qualification from a reputable University
• Demonstrate proficiency in MS Office programs, including skills in Word, Excel, and PowerPoint