Administrative jobs at Civilink Engineering Designers Limited and Other Companies in Zambia

Deadline of this Job: 23 November 2022

Administrative assistant Responsibilities
• Scheduling meetings and appointments
• Organizing the office layout and ordering stationery and equipment
• Maintaining the office condition and arranging necessary repairs

Job brief
We are looking for an Administrative assistant to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
Administrative assistant responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Administrative assistant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.
Ultimately, the Administrative assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

• Serve as the point person for Administrative assistant duties including:
o Maintenance
o Mailing
o Supplies
o Equipment
o Bills
o Errands
o Shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Ensure that all items are invoiced and paid on time
• Office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Manage basic office accounts and liaise with management accounts
• And other responsibilities
• Take meeting notes and prepare minutes
• Arrange and compile documentation for technical bidding documents
• Compile and type letters and reports on demand by the technical team

Deadline of this Job: 11 November 2022

Our client, an international logistics company on the Copperbelt (Zambia) is looking for a qualified and experienced Administration Manager to join their team on a full-time basis.

1. Perform planning and coordination of administrative procedures and systems
2. Organize smooth and adequate flow of information within the company to facilitate other business operations
3. Manage schedules and deadlines٫ developing measures to optimize the processes
4. Supervise staff performance٫ helping subordinates with coaching and guidance to ensure their maximum efficiency
5. Monitor costs and expenses to assist in budget preparation
6. Organize facilities services٫ maintenance activities
7. Manage other office activities such as event planning٫ recycling٫ renovations and so on
8. Review operations ensuring their compliance with policies and regulations

1. Minimum Degree in Business Administration or equivalent
2. At least 3 years work experience in general administration
3. Excellent communication skills
4. Problem solving skills
5. Proficient in MS Office
6. Excellent organizational and multitasking abilities
7. Team player with leadership skills
8. Must be a resident of Chingola, Kitwe, Chambishi or Mufulira.
Basic Salary range: K5,000 – K6,500

Deadline of this Job: 12 November 2022

Brief introduction
Zambia-China Economic & Trade Cooperation Zone Development Limited (ZCCZ) is the 1st declared MFEZ in Zambia by the Zambian government. We are working to develop two Multi-Functional Economic Zones in both Chambishi and Lusaka through the construction of infrastructure and the attraction of Foreign Direct investment.

1. Prepare important organizational documents.
2. Order office supplies.
3. Maintain supplies inventory by checking stock to determine inventory level: anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies
4. Assist in the preparation of regularly scheduled reports
5. Book travel arrangements
6. Provide information by answering questions and requests.
7. Take dictations.
8. Carry out administrative duties such as filing, typing, copying binding, scanning, etc.
9. Coordinate office procedures.
10. Develop and update administrative systems to make them more efficient.
11. Resolve administrative problems.

Required skills
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Proficient in MS Office.
• Excellent written and verbal communication.
• Excellent interpersonal skills.

Other Vacancies
Deadline of this Job: 19 November 2022

Deadline of this Job: 23 November 2022