Job Title: Administration Assistant
Location: Mumbwa
Grade: D
Reporting to: District Programmes Coordinator
Reporting from: Drivers, Housekeeper
Job Purpose: The position will assist in ensuring effective performance of the finance and administrative and Logistics functions of the Mumbwa Office.
This is a five month position but support is provided for relocation as well as a contract completion bonus.
Main Duties and Responsibilities
Administration
- Ensure that all utility bills are paid in a timely manner (electricity, water, telephone and internet)
- Establish and maintain the administration file system.
- Make arrangements for workshops, meetings at the district/provincial level.
- Provide support for visitors in the areas of accommodation, transport and per diems.
- Ensure that the Concern Office is maintained properly and cleaned regularly.
- Report any property maintenance issues to the landlord
- Report any security concerns or issues to the DPC on a timely basis.
- Liaise with the Guard Company representatives on all guard related issues.
Accounts/Finance
- Deal with cash/bank transactions complying with Concern financial procedures, manual(s).
- Prepare cash/bank vouchers and maintain files for them.
- Maintain cash/bank books. Prepare cash/bank reconciliations.
- Prepare the monthly Funds requests in liaison with the Project Manager.
- In liaison with the DPC ensure that Partner Financial Reports are prepared correctly and with correct supporting documentation
- Submit of the monthly financial report to the Lusaka Finance Office by the 5th of each month.
- Monitor the Administration budget for the Office and provide feedback to the DPC.
- Maintain the Fixed Asset Register (FAR) for the Office and carry out physical inventories as needed.
Logistics and transport
- Manage the Office store, being responsible for the receipt of goods as well as their despatch to project locations and all related documentation.
- Maintain Store records and compile and submit reports as needed.
- Request supplies from Head Office, as needed.
- In liaison with the Driver ensure that the Vehicle is in good working condition
- Responsible for raising the Supplies Request Notes in relation to vehicle servicing work needed in Lusaka.
- Responsible for compiling the monthly fuel reconciliation reports
- Prepare and disseminate of weekly transport plans
HR
- As HR focal point ensure that a hard copy of the current National Staff HR manual is available for staff to consult.
- Responsible for ensuring the PDR process is undertaken with managed staff.
- Responsible for sharing information with staff that do not have access to e mail.
- Provide general feedback on the Health Insurance scheme, particularly in relation to any issues concerning the service providers.
IT
- Check that computers and laptops are updated with the latest anti-virus and report to the IT Officer.
- Check that all staff are synchronising all their files each week and report to the IT Officer.
- Collate issues or problems documented by staff and forwarding them to the Area Programme Coordinator for appropriate follow up.
General
- Adhere to and support the implementation of the Concern staff code of conduct and Programme Participant Protection Policy as described in the National Staff HR Manual
- Carry out any other duties as and when assigned by the supervisor.
Education and Qualifications Required:
- School leavers certificate (grade 12)
- Diploma in business administration or management.
Experience Required:
- Experience of similar administration or logistics work, minimum 3 years
- Experience of staff management duties – minimum 1 year.
- Experience of basic finance duties
- Good computer skills; minimal requirement – Word and Excel
Application procedure:
Applications, in the form of a cover letter and CV, should be sent via e-mail to the following: HR.Zambia@concern.net with a copy to precious.mporokoso@concern.net with the title of the position clearly stated in the subject line. Submissions should only be done electronically. Submission of original copies and scrutiny of the same including verification from the issuing institutions will be a condition of engagement of the successful applicants. Concern Worldwide will only respond to candidates who are determined to have the above qualifications and only those will be short-listed and invited for interviews.
The deadline for receipt of applications is Friday 3rd November, 2017.
Please note that only shortlisted candidates will be contacted.
Concern has a Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.
Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood their content and agree to conduct themselves in accordance with the provisions of these two documents.
Any breach of the Concern Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including, dismissal.