Administration Assistant

Job Description

About Us

Copper Rose Zambia (CRZ) is the largest youth-led organization working towards the empowerment of youth and women in Zambia. Our mission is to make a difference in the lives of women and youth through education and empowerment so that they may exhibit autonomy to reach their full potential and be effective leaders and agents of change in their communities. We envision a world where every woman and young person is happy, healthy, and living to their full potential. Our main thematic areas of work are:

1) Health and Wellness (HW)

2) Gender Equality (GE),

3) Youth Development and Leadership (YDL)

For more information about us, visit our website at www.copperrosezambia.org

Job Title: Administration Assistant

Location: Lusaka

Reports to: Senior Administration and Procurement Officer

Expected Travel: National travel may be required (25%) including to remote districts

Position Overview

The Administrative Assistant is highly organized and detail-oriented and will assist with daily office needs and manage general administrative activities. The incumbent will coordinate the administration system and general workflows of Inventory management, and facility management and provide the other departments with the necessary administrative support which they might require.

Responsibilities

Manage the front office including answering calls and handling correspondence.

Maintain accurate and current fuel records and receipts for HQ vehicle(s)

Organizational vehicle Maintenance including regular checks of logbooks, mileage, statutory payments, etc

Assist in document processing and storage such as fire certificates, permits etc

Oversee the management of the asset registry, involving comprehensive tracking and regular updating of asset information and tagging

Manage maintenance and repair activities for organizational assets

Collaborate in the generation of reports, presentations, and correspondence relevant to procurement operations.

In conjunction with the senior procurement and administration officer, manage all support staff administration needs

Keep an updated schedule for all monthly obligations/bills and raise requisitions for payments due

Coordinating all staff travel needs i.e., booking accommodation and flights for local and international travel.

Support office environment management

Records update and maintenance

Assist with planning and coordinating office meetings and trainings

Any other office work for maintenance, upkeeping, and smooth administrative operations

Any other duties assigned by the supervisor and/or department head.

Requirements

Demonstrated proficiency in fulfilling administrative support roles, ideally within a finance and operations department.

Verbal and written communication competencies.

Ability to operate effectively within a collaborative team environment.

Familiarity with standard office software e.g. Google Suite, Microsoft Office 365, ZOOM, etc.

Familiarity with basic office equipment.

Ability to learn, demonstrate initiative, and adapt in a fast-paced work environment.

Qualifications

Diploma in Business Administration, Public Administration, or other related fields.

At Least one (1) year experience in a fast-paced environment, preferably in an NGO.

Method of Application

Kindly note that only shortlisted candidates will be contacted. Copper Rose Zambia Provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. We also strive to achieve equal employment opportunities through continuing diversity enhancement initiatives. We welcome candidates of all backgrounds and with diverse experiences to apply. We are committed to evaluating applications fairly.