Summary
Date Posted: Wednesday, November 22 2023, Base Salary: Not Disclosed

JOB DETAILS:
Purpose Of The Position
• As the Administration and Operations Manager, you will report to the Country Director and oversee the following areas: Logistics, transportation, procurement, and office building and utilities management for the Living Water International (LWI) Zambia Country Office. You will ensure that general services are provided efficiently and effectively; that transport and fleet management systems are well-maintained and operated; that LWI offices are clean, safe, and conducive to work; that leases and contracts are managed properly; and that security and safety measures are in place for staff, travellers, and properties under your supervision.

Key Responsibilities
Procurement Management
• Develops and implements procurement plans for the office and projects in accordance with LWI and national policies and regulations.
• Procures goods and services in a transparent and accountable manner, ensuring value for money for the organization and justifiable use of donor funds.
• Maintains a robust procurement system that tracks the tendering processes, evaluation, contract appraisal and negotiation, contract and contractor management, and payment conditions.
• Prepares bid documents, such as invitations to bid, tender documents, requests for proposals, and contract/purchase orders, using the organization’s policies, procedures, and formats.
• Updates and manages a list of preferred vendors of existing and potential suppliers, as well as dependable suppliers, on a regular basis.
Logistics and Fleet Management:
• Provides efficient and reliable transport services for LWI activities across the country.
• Revises and updates the Transport and Fleet Management Policy regularly, ensuring compliance from all offices.
• Reports vehicle status, both rental and own, on a timely basis, ensuring optimal operation and service at all times.
• Manages cost-effective maintenance of the LWI fleet of vehicles and submits accurate and timely transport reports and recommendations to country leadership
• Renews vehicle insurance and road licenses for LWI vehicles before expiration.
• Receives and analyzes mileage and vehicle running costs for all LWIZ vehicles monthly, ensuring they are operating efficiently and effectively.
• Takes appropriate actions as needed.
Warehouse and Fixed Asset Management:
• Verify the quality and quantity of incoming goods and prepare GRNs promptly.
• Store goods in an organized, safe, and secure manner and protect the storehouse from damage or theft.
• Maintain proper store management documentation and ensure consistency across all country offices.
• Tag LWI properties with Fixed Assets labels and conduct periodic counts and reconciliations with the master list.
• Produce regular stock reports and reconciliations.
• Follow health and safety procedures at the store.
General Service and Office Administration:
• Oversee all administrative functions and activities for the Zambia Country Program.
• Manage LWI resources and equipment, including machines, buildings, and furniture, and ensure they are in good order, insured and adequate for the country program.
• Maintain basic security standards for all offices and accommodations, such as fire prevention, first aid kits, and evacuation procedures.
• Provide logistical support to workshops, meetings, and visiting delegations as requested by the event coordinators.
• Plan travel, including flights, accommodation and ground transportation for any international visitors visiting the country and any local staff travelling within or outside the country.
• Pay utilities such as water, electricity, and telephone bills on time and ensure their availability.
• Keep the office clean at all times.
• Dispose of old and nonfunctional assets in a timely manner.
• Follow up shipments including payments and ensure all parcels coming through courier have been collected and recorded in the stores books.
• Supervise the central filing system and keep all contracts, agreements, and vehicle documents under lock and key and confidential
• Review and negotiate lease agreements for offices and liaise with the office lawyer on various legal issues.
• Review and update the LWI Security Management Plans for the country regularly in accordance with the LWI schedule and ensure compliance by all staff.
• Conduct logistics, administrative, and security assessments for all new projects and establish systems for new locations and interventions.
• Management of all statutory returns including registration requirements.
• Liaise with external stakeholders and promote the office image.

Team Leadership:
• Assess the training needs of LWI staff in supply management, office management, warehousing, and fleet management.
• Coordinate with the Human Resources Manager and Finance to organize relevant training programs.
• Provide direct supervision to the Procurement Officer, Logistics Officer, and Admin Assistant and indirect supervision to the Drivers, Office Assistants, and stores personnel.
• Carry out other duties as assigned by the supervisor.

Education/Experience
• Bachelor’s Degree or international equivalent in BA/MA Degree in Business Management/Supplies Management/Public Administration or Related Field.
• Minimum 10 years’ experience and 5 years’ proven experience as Administration and Operations Manager preferably in an NGO setting.
• Excellent oral and written communication, troubleshooting, responsiveness, and customer service skills, including excellent orgnizational skills.
• Drivers license required to drive to locations.
• Technology proficiency with Sharepoint, Microsoft Teams, Word, Excel, Power Point. A plus, for Power BI, AutoCAD, Microsoft Project
• Preferred: Project Management and Construction Management skills, Cherwell ticket system
• Experience with working with contractors.
• A member of a professional body like ZIPS, and or CIPS, with a valid practicing license, a must.
Competencies and Other Skills
• MUST be a committed Christian with personal relationship with Christ Jesus.

Applied Knowledge & Skills:
• Comprehensive knowledge of administrative procedures and office practices.
• Excellent oral and written communication skills. Build strong relationships with management, employees, vendors, and affiliates
• Strong critical thinking and problem-solving skills.
• Demonstrated project and technical leadership skills.
• Ability to influence, motivate and negotiate to ensure safety standards are being met.
• Demonstrated knowledge and understanding of donor regulations and compliance issues related to procurement and management of donor funds.
• Conceptual working and thinking level with not less than ten years of experience in Operations and administration.

Problem Solving & Impact:
• Works on problems of diverse scope that requires analysis and evaluation of identifiable factors.
• Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.
• Decisions made generally affect specific functional areas with cost and failure to achieve short term goals of the company.

Supervision
• Manages staff to meet departmental and organizational goals.
• Accounts for the budget, methods, and training of staff to achieve results.
• Develops and recommends solutions to meet internal and external needs of the company and department.
• Ability to work with minimum supervision.

Work Hours: 8

Experience in Months: 120

Level of Education: Bachelor Degree

Job application procedure
l Interested candidates should send their application letter with not more than four paged detailed updated Curriculum Vitae to:
The Human Resources Manager
Living Water International
Plot 50, Mwambula Cresent
Off Central Street
Jesmondine, Lusaka
• Do not send copies of your qualifications at this stage.
• Position applied for should be included in the subject line of your email when sending in your application.
• Submit applications to Zambia.Jobs@water.cc 
• The deadline for receipt of application letters is Monday, 27th November, 2023.

Please Note
• LWI in Zambia is an equal opportunity employer, and therefore qualified females are encouraged to apply.
• All documents submitted will not be returned and are subject to authenticity and background checks.
• A recommendation from your local pastor / church leader will be an added advantage.
• ONLY shortlisted candidates shall be contacted.
You are free to visit the website: www.water.cc for more information about the activities of Living Water International.
ONLY Applicants that STRICTLY meet the qualifications and person specifications should apply.

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