About Us

Right to Care Zambia (RTCZ) has been at the forefront of public health innovation since our incorporation in 2016, providing high impact Technical Assistance and Direct Service Delivery in partnership with the Ministry of Health. Headquartered in Lusaka, we currently operate across four provinces i.e., Lusaka, Luapula, Muchinga, and Northern, bringing quality healthcare closer to communities.

Guided by our 2023-2027 strategic plan, we are committed to strengthening health systems and improving lives through comprehensive HIV/AIDS prevention, care, and treatment, maternal and child health, and rapid epidemic response. Our integrated approach also includes malaria and TB control, public health research, Social Behaviour Change, pharmaceutical supply chain management, and addressing non-communicable diseases. As we continue to grow, we remain dedicated to excellence, collaboration, and sustainable impact in every community we serve.

About The Position

Qualifications and Experience

Minimum Required Qualifications and Experience:

• Bachelor’s degree in business administration, Public Administration, Logistics or other related fields
• Minimum three (3) years' progressive experience in administration, logistics, transport, operations, or a related field, preferably within a donor-funded or multi-site environment.
• Previous Experience working in an NGO or similar organization is an advantage.
• Paid-up membership with the Zambia Chartered Institute of Logistics and Transport (ZCILT).
• Valid Class C1 or higher Driver’s License.

Desirable Qualifications and Experience:

• Professional qualifications in Transport and Logistics, Certificate of Professional Competence or membership/certification through ZCILT or CILT as recognised logistics, transport and supply chain bodies
• 3+ Experience in fleet administration, inventory control, asset management, contract administration, insurance claims coordination, and operational reporting will be an added advantage
• Valid Class C1 or higher Driver’s License.

Technical and Behavioural Competencies

• Ability to organize and prioritize work.
• Computer literacy (Microsoft windows & office applications)
• Ability to work independently and manage multiple priorities.
• Ability to work effectively with staff at different levels of the organization.
• High level of integrity and discretion when handling confidential information.
• Ability and willingness to travel when required.

Key Performance Areas

• Overseeing Office operations, improving office services, and implementing communication procedures
• Ensure office compliance with regulatory bodies and statutory regulations such as council registrations etc.
• Ensure adherence to Transport, Logistics and Administration SOPs, RTCZ policies and donor requirements
• Oversee the provision of safe and efficient transport for staff and materials/goods.
• Coordinate the exercise of submitting periodic reports from receptionist.
• Track all Operations related payments with finance department (e.g., Hotel Accommodation bills, Fuel payment etc).
• Provide logistical and administrative support to HQ staff and other project teams
• Monitor the provision of contracted services such as security, office premises maintenance etc. to ensure services are fulfilled in accordance with contractual obligations.
• Ensure budgets are prepared and submitted for approval to load in SAGE in a timely manner
• Oversee the coordination with vendor to secure booking, including negotiating terms, services, and costs/ Supporting the team leads to ensure all participants are registered for the event
• Act as the primary point of contact during the event for all logistical matters, addressing any issues or last-minute changes that arise.
• Administers and process all petty cash and debit card transactions within the parameters of RTCZ policies and procedures.
• Manage and maintain accurate records of all petty cash transactions, ensuring receipts are collected for each expense.
• Regularly reconcile the petty cash balance with transaction records to ensure accuracy.
• Submit periodic petty cash reports to the finance team, detailing expenditures, balance, and supporting documentation.
• Manage and use the debit card for approved organizational expenses, typically for vendors or online payments.
• Coordinate and manage the Lusaka fleet and ensure response to programme needs are in line with RTCZ policies and procedures.
• Administer and manage fuel (Total) and E-Toll (NRFA) card accounts ensuring timely replenishment of payments for both. Manage vendor databases and provide resolution of any emerging issues
• Review logbooks / fuel retirements to ensure all travel is approved by responsible officer and all details are captured correctly to mitigate abuse of fleet. This is to be validated with the Vehicle Tracking System
• Submit weekly Vehicle Tracking Systems reports for Lusaka Province based and ensure all vehicles are well maintained and services through our service provider.
• Guides and provides oversight to the fueling of all fleet and ensuring regular fuel consumption analysis is carried out and monthly submission of fuel analysis for all Lusaka based vehicles.
• Coordinate E-toll card reconciliation for every vehicle and ensure this is done as per company policy and guidelines.
• Review project fleet log sheets for completeness on a weekly basis. File completed log sheets appropriately.
• Supervise all Drivers to ensure that fleet usage complies with national laws and RTCZ Driver and Vehicle policy.
• Supervises and approves weekly fuel liquidations and reconciliation for replenishment and e-toll cards accounts are performed in accordance with company policy and procedures.
• Prepare and submit monthly fleet reports, break downs, accidents, fuel usage.
• Approves the job cards for vehicle and motor bike service or repairs before it is booked into the garage or workshop
• Track and ensure all Right to Care Zambia fleet under your supervision are roadworthy and comply with both Road Transport and Safety Agency (RTSA) and RTCZ requirements (road tax, fitness, insurance, and general state of repair.
• Coordinate and facilitate scheduled maintenance and repairs of program fleet under own unit.
• Produce vehicle reports every month and send to the Operations Manager
• Participate in the recruitment and orientation of TOs and Riders
• Oversee monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventories and inventory related documentation.
• Coordinate the preparation of monthly stock reconciliation reports and disseminate relevant information with Fleet and logistics Manager and Head of Operations.
• Manage the process of disposing of assets that are no longer needed, outdated, or beyond repair.
• Provide support to employees regarding asset-related issues, such as equipment failures or allocation requests.
• Initiate all administrative related procurement of goods and services by ensuring detailed specifications are captured in the procurement plans and/or requests.
• Facilitate the processing of all approved procurement requests in line with RTCZ policies and guidelines and ensure these are loaded in SAGE/procurement system. To facilitate the process of procurement requests for the DSD and Lusaka office.

• Overseeing Office operations, improving office services, and implementing communication procedures
• Ensure office compliance with regulatory bodies and statutory regulations such as council registrations etc.
• Ensure adherence to Transport, Logistics and Administration SOPs, RTCZ policies and donor requirements
• Oversee the provision of safe and efficient transport for staff and materials/goods.
• Coordinate the exercise of submitting periodic reports from receptionist.
• Track all Operations related payments with finance department (e.g., Hotel Accommodation bills, Fuel payment etc).
• Provide logistical and administrative support to HQ staff and other project teams
• Monitor the provision of contracted services such as security, office premises maintenance etc. to ensure services are fulfilled in accordance with contractual obligations.
• Ensure budgets are prepared and submitted for approval to load in SAGE in a timely manner
• Oversee the coordination with vendor to secure booking, including negotiating terms, services, and costs/ Supporting the team leads to ensure all participants are registered for the event
• Act as the primary point of contact during the event for all logistical matters, addressing any issues or last-minute changes that arise.
• Administers and process all petty cash and debit card transactions within the parameters of RTCZ policies and procedures.
• Manage and maintain accurate records of all petty cash transactions, ensuring receipts are collected for each expense.
• Regularly reconcile the petty cash balance with transaction records to ensure accuracy.
• Submit periodic petty cash reports to the finance team, detailing expenditures, balance, and supporting documentation.
• Manage and use the debit card for approved organizational expenses, typically for vendors or online payments.
• Coordinate and manage the Lusaka fleet and ensure response to programme needs are in line with RTCZ policies and procedures.
• Administer and manage fuel (Total) and E-Toll (NRFA) card accounts ensuring timely replenishment of payments for both. Manage vendor databases and provide resolution of any emerging issues
• Review logbooks / fuel retirements to ensure all travel is approved by responsible officer and all details are captured correctly to mitigate abuse of fleet. This is to be validated with the Vehicle Tracking System
• Submit weekly Vehicle Tracking Systems reports for Lusaka Province based and ensure all vehicles are well maintained and services through our service provider.
• Guides and provides oversight to the fueling of all fleet and ensuring regular fuel consumption analysis is carried out and monthly submission of fuel analysis for all Lusaka based vehicles.
• Coordinate E-toll card reconciliation for every vehicle and ensure this is done as per company policy and guidelines.
• Review project fleet log sheets for completeness on a weekly basis. File completed log sheets appropriately.
• Supervise all Drivers to ensure that fleet usage complies with national laws and RTCZ Driver and Vehicle policy.
• Supervises and approves weekly fuel liquidations and reconciliation for replenishment and e-toll cards accounts are performed in accordance with company policy and procedures.
• Prepare and submit monthly fleet reports, break downs, accidents, fuel usage.
• Approves the job cards for vehicle and motor bike service or repairs before it is booked into the garage or workshop
• Track and ensure all Right to Care Zambia fleet under your supervision are roadworthy and comply with both Road Transport and Safety Agency (RTSA) and RTCZ requirements (road tax, fitness, insurance, and general state of repair.
• Coordinate and facilitate scheduled maintenance and repairs of program fleet under own unit.
• Produce vehicle reports every month and send to the Operations Manager
• Participate in the recruitment and orientation of TOs and Riders
• Oversee monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventories and inventory related documentation.
• Coordinate the preparation of monthly stock reconciliation reports and disseminate relevant information with Fleet and logistics Manager and Head of Operations.
• Manage the process of disposing of assets that are no longer needed, outdated, or beyond repair.
• Provide support to employees regarding asset-related issues, such as equipment failures or allocation requests.
• Initiate all administrative related procurement of goods and services by ensuring detailed specifications are captured in the procurement plans and/or requests.
• Facilitate the processing of all approved procurement requests in line with RTCZ policies and guidelines and ensure these are loaded in SAGE/procurement system. To facilitate the process of procurement requests for the DSD and Lusaka office.

• Ability to organize and prioritize work.
• Computer literacy (Microsoft windows & office applications)
• Ability to work independently and manage multiple priorities.
• Ability to work effectively with staff at different levels of the organization.
• High level of integrity and discretion when handling confidential information.
• Ability and willingness to travel when required.

• Bachelor’s degree in business administration, Public Administration, Logistics or other related fields
• Minimum three (3) years' progressive experience in administration, logistics, transport, operations, or a related field, preferably within a donor-funded or multi-site environment.
• Previous Experience working in an NGO or similar organization is an advantage.
• Paid-up membership with the Zambia Chartered Institute of Logistics and Transport (ZCILT).
• Valid Class C1 or higher Driver’s License.
• Professional qualifications in Transport and Logistics, Certificate of Professional Competence or membership/certification through ZCILT or CILT as recognised logistics, transport and supply chain bodies
• 3+ Experience in fleet administration, inventory control, asset management, contract administration, insurance claims coordination, and operational reporting will be an added advantage
• Valid Class C1 or higher Driver’s License.