Summary
Date Posted: Thursday, June 15 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Description

Front Office Management & Administration
• Managing of the reception function of the office, ensuring that all services in the offices are available (water, utility, generator, internet, phone, etc.) and that all office furnishings and equipment are functioning and maintained.
• Attend to all visitors and direct them as appropriate and ensuring staff security by checking whether the visitors have been cleared by security to enter the premises.
• Manage external and internal correspondence and mail, directing to the appropriate members of staff.
• Managing calls by directing incoming calls to appropriate extensions and taking down of messages.
• Ensuring that office utility bills are up to date.
• Ensuring offices remain stocked with office supplies and kitchen consumables. stock controls and monitoring.
• Assist in all administrative functions for the Operations department.

Travel Management
• Assist operations officers or procurement team members in making accommodation bookings through competitive bidding or use of framework agreements.
• Flight bookings made through competitive bidding or use of framework agreements.
• Support of Procurement Function

Work closely with the Contracting and Procurement Specialist / Officer(s) to:
• Assist in all procurement duties including but not limited to conducting full cycle procurements as assigned with the support and guidance of Contracting and Procurement Specialist or Officer.
• Collection of quotations for active procurements making reference to the vendor database.
• Upholding SNV’s procurement processes including but not limited to conducting due diligence for all procurements.
• Purchase order entries into SAP By Design, ensure timely entries and receipt of all supporting documents in preparation submission for payment.
• Framework agreement contract management notifying Contracting and Procurement Officer/ Specialist in advance for renewals.

Qualifications
• Be enrolled in the final academic year of a university degree programme (minimum bachelor’s level or equivalent) or equivalent tertiary institution.
• If candidate has graduated, he/she must have graduated within the last 24 months and should possess a bachelor’s degree in a related field.
• Students pursuing post-graduate studies should be in the process of completing their degrees and wish to gain experience in the field in which they are enrolled.
• Membership or certification from CIPS (UK) and / or the Zambia Institute of Procurement and Supply (ZIPS) is preferred.
• Past internship or minimum 2 years working in an Administrative or Procurement role in a donor funded development project.
• Attentive to details.
• Proven ability in supporting operations in a fast-paced environment along with people management skills.
• Excellent interpersonal skills and a collaborative work style.
• Excellent Communication skills, Adaptability, Flexibility, high Integrity, client Orientation, exactness, Result oriented, Excellent Customer Service, Multi-tasking.
• Experience in a multi-cultural environment is essential, in an International NGO an advantage.

Functional Competencies – demonstrated ability in:
• Innovation– Develops new, better or significantly different ideas, methods, solutions or initiatives that result in improvement of organization’s performance and meeting objectives, results and global commitments.
• Confidentiality – Ability to handle confidential information.
• Accountability – Holds self and others accountable for all work activities, research and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high-quality results for organization’s success. Exercises ethical practices, respectful words and behaviours, and equitable treatment of others in all activities.
• Service Excellence – Knowledge of and ability to put into action customer service concepts, processes, and techniques to access internal and/or external client needs and expectations, and meet or exceed those needs and expectations through providing excellent service directly or indirectly.
• Client Relationship Management – Knowledge and ability to determine and satisfy current client needs and maintain a partnering relationship during engagements; includes influencing, communicating, presenting, facilitating, Build and manage new relationships and collaborative alliances.
• Strategic Thinking – Applies organizational knowledge to identify and maintain focus on key success factors for the organization while recognizing, anticipating and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision making processes to reach productive resolutions that translates strategy into actionable business plans.
• Business Acumen – Knowledge, insight, and application of business concepts, tools, and processes that are required for making sound decisions in the context of the organization’s business; ability to apply this knowledge appropriately to diverse situations; including supporting, identifying, assessing, and/or securing new business for the organization.
• Effective Communication (Oral and Written) – Understands effective communication concepts, tools, and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate professional communication behaviour

Language and other requirements;
• Fluency in English is required. Knowledge of Zambian languages is desirable. Other skills such as computing skills are advantageous. There is no age limit.


Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

Interested and qualified click here to apply


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