Administration Officer

Job Description

Job Ref #: ZCCM-43

Industry: Admin/Office Support

Job Type: Permanent

Salary: Market Related

Description:

1. JOB PURPOSE

To oversee all administrative functions, including office management, stores, and administrative support. This role plays a crucial part in maintaining a productive and well-organized work environment.

2. KEY RESPONSIBILITIES:

2.1 Supervise and ensure the smooth day-to-day operation of the office, including space allocation, seating arrangements, and workspace maintenance.

2.2 Develop and manage the administrative budget, tracking expenses, and optimizing cost-effectiveness.

2.3 Provide administrative support to senior management, including preparing reports, presentations, and documents as required.

2.4 Assist in making travel arrangements for staff, including flight bookings, hotel reservations, and transportation.

2.5 Provide support to staff who are coordinating meetings, conferences, and company events, including logistics, catering, and scheduling.

2.6 Compliance with health and safety regulations and maintain a safe work environment.

2.7 Oversee records and document management, ensuring proper organization and archiving of records within your space.

2.8 Implement security measures to protect company assets, personnel, and information.

2.9 Build and maintain relationships with service providers, suppliers, and vendors and timely processing of their payments.

2.10 Identify opportunities to streamline administrative processes and implement best practices.

2.11 Participate in stock Replenishment by Monitoring stock levels and initiating replenishment orders when inventory reaches reorder points.

2.12 Maintain accurate records of inventory levels, including stock levels, reorder points, and item classifications.

2.13 Oversee and manage the Company transport fleet and logistic activities within the context of procedure and policy.

2.14 To initiate Procurement Requisitions and Terms of References for contract management.

2.15 Provide strong leadership to the team, guiding them toward achieving departmental and ZCCH-IH strategic goals, fostering a positive work environment, making sound decisions, and promoting open communication. Including mentoring and developing team members, resolving conflicts, and serving as a role model for professionalism and ethical behaviour.

2.16 Any other duties as assigned to you from time to time.

Requirements:

Required Qualifications, Experience and Skills

Grade Twelve or Equivalent with Credits or Better in Five Subjects, Mathematics and English Included.

Minimum of a Relevant Degree or equivalent Professional qualification in a related field

Not less than 4 Years Work experience in a busy and complex work environment and experience in a similar Position

Competencies

Technical

Appreciation of Microsoft 360 software

Exposure to a Vehicle tracking software

Good understanding of public procurement processes

Contract Management

Basic Budgeting and monitoring

Leading and managing self

Report writing

Basic Fleet Management