NHIMA

Responsibilities or duties

The primary accountabilities for this role are;

• Primary custodian of all Authority assets;
• Oversee efficient utilisation of Authority assets/resources in the attainment of Authority objectives;
• Development and execution of record management systems and processes to aid storage, retrieval and disposal of records;
• Development and execution of security, health & safety protocols in order to maintain a safe workplace for employees;
• Administration of transport and all travel logistics for the Authority;
• General administration/facilities support to the business so as to enable efficient execution of Authority mandate.

The key responsibilities of the role will include but not limited to;

• Maintaining and overseeing the Authority’s offices and equipment to ensure that the workplace is safe and functional for employees;
• Ensuring that staff have all the tools they require such as computers, workstations, vehicles and all other equipment for better carrying out of their jobs
• Managing relationships with external service providers and landlords for better provision of services
• Timely placement of insurance cover on all Authority assets and following up on renewal of policies in line with procurement guidelines;
• Overseeing facilities services and ensuring that office equipment is serviced on a periodical basis;
• Working with Finance & Investments Department to ensure all Authority assets are appropriately accounted for through processes such as tagging;
• Collaborating with Finance & Investments Directorate in preparing administration related budgets and ensuring that all administration spend is within approved budget;
• Ensuring that all offices of the Authority and surroundings look clean and appealing for the image and brand of the Authority;
• Administration of the Authority fleet in line with the Transport Policy;
• Developing and maintaining vehicle scheduling protocols so as to maximise on the use of Authority vehicles as work tools;
• Developing and maintaining records management systems to aid storage, retrieval and disposal processes;
• Being custodian of the Health & Safety Policy, ensuring that employees are trained in health & safety and that the office provides a safe environment to all staff;
• Supervising all staff in Administration Department;
• Undertaking any other assignment as may be delegated by the supervisor relating to the administration function;
• Ensuring that security protocols for the workplace are in place, including collaborating with service providers for both physical and electronic security systems

Qualifications or requirements 

‘O’ level School certificate with at least 5 credits which must include English and Mathematics;

Bachelors Degree in Administration, Management any social science or its equivalent;

Experience needed

• At least Five (5) years of experience in administration four (2) of which must be at middle to senior management level.
• Must have a valid Zambian drivers licence
• Ability to plan and keep track of multiple projects and deadlines.
• Must be detail orientated and a highly organised self-starter;
• Must be an effective communicator orally and in writing; and
• Must be proficient in MS applications such as Word, Excel, PowerPoint and other relevant applications

• Primary custodian of all Authority assets;
• Oversee efficient utilisation of Authority assets/resources in the attainment of Authority objectives;
• Development and execution of record management systems and processes to aid storage, retrieval and disposal of records;
• Development and execution of security, health & safety protocols in order to maintain a safe workplace for employees;
• Administration of transport and all travel logistics for the Authority;
• General administration/facilities support to the business so as to enable efficient execution of Authority mandate.
• Maintaining and overseeing the Authority’s offices and equipment to ensure that the workplace is safe and functional for employees;
• Ensuring that staff have all the tools they require such as computers, workstations, vehicles and all other equipment for better carrying out of their jobs
• Managing relationships with external service providers and landlords for better provision of services
• Timely placement of insurance cover on all Authority assets and following up on renewal of policies in line with procurement guidelines;
• Overseeing facilities services and ensuring that office equipment is serviced on a periodical basis;
• Working with Finance & Investments Department to ensure all Authority assets are appropriately accounted for through processes such as tagging;
• Collaborating with Finance & Investments Directorate in preparing administration related budgets and ensuring that all administration spend is within approved budget;
• Ensuring that all offices of the Authority and surroundings look clean and appealing for the image and brand of the Authority;
• Administration of the Authority fleet in line with the Transport Policy;
• Developing and maintaining vehicle scheduling protocols so as to maximise on the use of Authority vehicles as work tools;
• Developing and maintaining records management systems to aid storage, retrieval and disposal processes;
• Being custodian of the Health & Safety Policy, ensuring that employees are trained in health & safety and that the office provides a safe environment to all staff;
• Supervising all staff in Administration Department;
• Undertaking any other assignment as may be delegated by the supervisor relating to the administration function;
• Ensuring that security protocols for the workplace are in place, including collaborating with service providers for both physical and electronic security systems

• Ability to plan and keep track of multiple projects and deadlines.
• Must be detail orientated and a highly organised self-starter;
• Must be an effective communicator orally and in writing; and
• Must be proficient in MS applications such as Word, Excel, PowerPoint and other relevant applications

• ‘O’ level School certificate with at least 5 credits which must include English and Mathematics;
• Bachelors Degree in Administration, Management any social science or its equivalent;
• Must have a valid Zambian drivers licence