Summary
Date Posted: Wednesday, March 02, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Title: Senior Administration Officer
Reports to: Director of Administration and Finance
Location: Lusaka Province
Date: 1st April 2022

Position summary
Reporting to the Director of Administration and finance, the Senior Administration Officer will oversee procurement, administration and operational functions for ICAP Zambia. S/he will ensure cost efficient use and procurement of resources and in accordance with USG and ICAP Zambia rules and regulations. S/he will work closely with the programs and Finance teams in the Country office.

Major accountabilities procurement
• Sourcing and procurement of goods, works and services in accordance with good procurement practices and laid down procedures and guidelines according to ICAP SOP’s
• Maintain vendor/suppliers’ contracts and contact lists from the approved pre-selected vendor list ensuring that they meet the minimum requirements to be on the suppliers list. This also involves conducting premises visits to monitor and evaluate suppliers/vendors.
• Maintenance of vendor / suppliers relationships and attend to vendor grievances
• Collaborating with the user projects and staff in the preparation of the consolidated procurement plan to ensure timely provision of goods and services.
• Assist the Director of Admin/ Finance in management of vendor/ supplier contracts /service level agreements. Assist in the venting and analysis of vendors/ suppliers. Maintain and regularly update of the Service level agreement/ contracts database.
• Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract modifications.

• Administration
• Manage the day-to-day office communication that includes drafting of correspondence, mail distribution (incoming letters), incoming and outgoing communications and routing it to the appropriate personnel for action/follow-up
• Manage office assets including, motor vehicles maintenance and all office equipment and ensure their appropriate insurance coverage, update of asset register and accountable use of the assets and disposal of assets in line with ICAP Zambia SoPs.
• Facilitate day-to-day general administration support functions including but not limited to, logistics, organizing events, sponsored workshops, training courses, travel arrangements, travel visas, staff relocation and general services to ensure smooth and efficient office operations.
• Management of the ICAP Zambia fleet. Ensure vehicles are road worthy, adequately insured and comply to RTSA requirements regarding registration and licensing. Spearhead the allocation of vehicles and drivers to support activity implementation. Responsible for vehicle maintenance and tracking of ICAP Zambia fleet.
• Spearhead fuel reconciliation and ensure log sheets are adequately updated on a daily basis.
• Strengthen internal controls around fuel management systems.
• Responsible for stores and ensure that bin cards are updated regularly. Reconcile and conduct physical verifications of items in stores
• General office management ensuring office is conducive for operations, premises are clean, staff have adequate equipment and supplies, premises are secure. Ensure all utility bills are collected timely and assist staff with any IT requirements
• Serve as a backup safety and security focal point person.
• Perform any other assigned duties.

• Competencies
• • Effective communication: 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 communication behaviors

• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving operational or process problems; ability to apply this knowledge appropriately to diverse situations.
• Interpersonal Relationships: Knowledge of and the ability to effectively interact within and across departments and units in a constructive and collaborative manner.

Education
• Degree in Business Administration or equivalent field

Experience, Skills & Minimum Required Qualifications
• Working experience in office administration, logistics and procurement, including managing a procurement section for at least 5 years.
• Knowledge of donor requirements (USAID and/or international procurement best practices
• Ability to handle multiple tasks simultaneously with prioritization

Travel Requirements
• Requires domestic travel of a minimum of 10% of the time

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
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