Summary
Date Posted: Monday, July 08 2024, Base Salary: Not Disclosed

JOB DETAILS:
Universal General Supplies Ltd is a company registered under the patents and companies registration agency of Zambia. It is an innovative company that specializes in consultancy services and comprehensive supply in various fields. Universal general supplies Ltd, we focus on delivering high impact solutions of quality while being efficient, effective, and affordable, backed with extensive experience, this allows us to be preferred key players in our clients operations.
Sector: Construction, Consultancy and General supply.
Location: Opposite centro mall,Offices – Kabulonga, Lusaka.
Disclaimer: This job application is exclusively open to individuals who are residents of Zambia or possess a valid work permit allowing them to work in Zambia. Applications from candidates who do not meet these criteria will not be considered.

1. Office Secretary
Key Responsibilities
• Handle clients enquiries, receive and direct visitors to respective staff.
• Receive incoming calls, make outgoing calls, routing them accordingly and taking messages when the required staff are not available. Receive and dispatch mail, package deliveries and any other correspondence.
• Schedule and organize meetings, appointments, and office events with stakeholders and government entities, including managing logistics for boardroom and meeting room bookings.
• Take and circulate staff meeting minutes.
• Coordinate and manage all aspects of office supplies and operations , including timely maintenance and repairs, mailing, equipment and relevant bills while ensuring compliance with provided budget.
• Oversee office layout, order stationery and equipment, and ensure the office environment is maintained to high standards.
• Liaise with HR, Finance to update office policies, organize files etc.
• Address employee queries regarding office management issues and liaise with facility management vendors (cleaning, catering, security).
• Plan and organize in-house or off-site activities, ensuring the office operates smoothly and efficiently.
• Assist with travel arrangements (flights, hotels) and organize logistics for office visits, including transportation and meals.
• Identify opportunities for process improvements and implement new systems to enhance office management and improve efficiency.
• Provide administrative support as needed, including scheduling, research, and report creation.

Qualifications, Requirements and Skills
• Diploma or Bachelor’s degree Secretarial Studies or Business Administration or equivalent in any related field.
• Proven experience in an Office Manager, Front Office Manager, or similar administrative role.
• Strong knowledge of office administration responsibilities, systems, and procedures.
• Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
• Experience with email scheduling tools and virtual meeting platforms (MS Teams, Zoom).
• Experience with managing budgets and record keeping.
• Excellent time management, multitasking, prioritization skills and strong problem-solving abilities.
• Exceptional written and verbal communication skills.
• Strong organizational skills, capable of working in a fast-paced environment.
• A creative thinker with the ability to suggest and implement improvements.

2. Bidder /Proposal writer
Key Responsibilities
• Leading negotiations for specific opportunities.
• Collecting needed data and information, mapping existing projects and organizations.
• Analyzing new opportunities.
• Develop highly competitive strategies for opportunities.
• Participating in relevant donor, partner and stakeholder Meetings.
• Prepare and handover documents for approved works. Support start-up project to ensure a successful hand-over from proposal to period of Execution.
• May perform other job-related duties as assigned.

Qualifications, Requirements and Skills
• Bachelor’s or Master’s degree in international development, communications, business or related field.
• Strong proposal writing skills with proven experience. Previous project management, proposal writing and bidding experience would be an advantage.
• Excellent writing and communication skills as well as oral presentation skills.
• Ability to handle the entire proposal development process in a systematic manner.
• Results driven with strong analytic and strategic working capacity.
• A good understanding of the government and private system as well as nonprofit organization’s in Zambia.
• Strong, cooperative team player, flexible and easy to work with.
• Able to work under pressure without compromising work environment and product.
• Demonstrable knowledge on major funders such as major institutions, foundations, and government agencies.
• Familiarity with and experience in responding to requests for application proposals.
• Ability to prepare documents and other materials in a well-designed and attractive format, with attention to detail.
• Willingness and ability to work outside of normal business hours.
• Ability and willingness to travel both domestically and internationally.
• Adequate physical condition necessary to travel to project sites in rural areas.

3. General Manager
Key Responsibilities
• Oversee day to day operations.
• Provide visionary leadership and operational oversight to ensure the company meets its strategic objectives.
• Develop and implement policies and strategies aligned with the company’s mission and vision.
• Supervise the financial performance, investments, and other business ventures to ensure profitability.
• Ensure compliance with legal, regulatory, and ethical standards.
• Oversee the planning, execution, and completion of key projects within scope, budget, and timelines.
• Develop and implement project management methods and practices.
• Monitor project progress and make adjustments as necessary to ensure successful completion.
• Liaise with directors to ensure project requirements are met.
• Identify and explore new business opportunities to expand the company’s market presence.
• Develop strategic partnerships and networks to enhance business growth.
• Conduct market research to inform business strategies and identify emerging trends.
• Lead the preparation of business proposals, contracts, and negotiations with potential clients.
• Establish and monitoring and evaluation framework for tracking the performance of company projects and initiatives.
• Prepare and present regular performance reports to the Board of Directors.
• Oversee recruitment and training of new employees and ensuring they work productively and develop professionally.
• Provide solutions to issues (e.g. profit decline, employee conflicts, loss of business to competitors).

Qualifications, Requirements and Skills
• Bachelor’s or Masters degree in, Business Administration, Management, or related field. Preferably a Master’s degree.
• Minimum of 3 years of proven experience in a senior management role, project management, monitoring and evaluation, and/or business development preferably within a similar industry.
• Demonstrated ability to manage complex projects and lead a diverse team.
• Excellent writing and communication skills as well as oral presentation skills.
• Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
• Must have a valid driving license with 2 years plus driving experience.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education:

Job application procedure
Candidates are required to submit their application letter via email to universalgeneralsuppliesltd@gmail.com  with the subject “JOB TITLE-FULL NAME” to which must be attached; Cover letter, An updated Curriculum Vitae with three traceable referees, two of whom should be professionally acquainted with the candidate and one character referee.

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