Administration Officer

Job Description

JOB DESCRIPTION

BACKGROUND

Healthy Learners is an award-winning non-profit organization committed to improving the health of children in Zambia and beyond. We partner directly with the government and local communities in Zambia so that school children can stay healthy, learn effectively and have a brighter future. This year, Healthy Learners was the inaugural winner of the 2021 Duke F.M. Kirby Prize for Scaling Social Impact and the UBS Optimus Foundation COVID-19 Relief Prize and has seen strong, steady growth in philanthropic support over time.

School-aged children in low resource settings suffer from a high burden of disease and lack access to even basic healthcare, which causes otherwise preventable and curable illnesses to frequently result in life-long health challenges or disability. In the short term, these illnesses contribute to school absenteeism, poor academic performance, and high drop-out rates. In the long term, they undermine physical, cognitive, and emotional development and hinder economic prosperity.

Healthy Learners is bridging this gap in Zambia through our unique model of school-based community health. By training teachers to be community health workers and making schools entry points into the public healthcare system, children now receive medical attention in substantially greater numbers, improving health outcomes and reducing absenteeism. We currently serve 250,000 students in Lusaka and, with our program now adopted by the government as a policy, we are working with the Zambian government to scale nationally.

THE OVERALL PURPOSE OF THE ROLE

The Administrative Officer will be responsible for overseeing administrative, logistical, and office management activities within the district office. S/he will ensure efficient utilization of resources and accurate financial tracking in accordance with applicable standards. The Administration Officer will be expected to keep clear records for all administration and logistic operations, including recording keeping and archiving within the district.

This position is a district site office role that will report to the Administration Coordinator with support from HQ’s technical units including administration, logistics, and finance. This role is based in Kabwe.

DUTIES AND RESPONSIBILITIES:

Office Management and administrative tasks

Oversee office management and ensure timely payments of all utility bills.

Work closely with the District Program Officer to maintain a conducive work environment in adherence with Healthy Learners’ policies, procedures, and values.

Work with the District Program Officer and HQ to ensure compliance with Healthy Learner’s human resource policies and procedures.

Support all staff appraisal processes within the district with support from HQ.

Maintain hard copy and electronic filing systems within the district; ensure integrity and continuity of data/information.

Prepare documentation, materials, and refreshments for meetings, workshops, and training as necessary.

Support the preparation of monthly administrative spending plans

Support HQ in the processing of MOUs and contract

Provide activity updates and regular check-ins on all tasks with the relevant technical units at HQ

Take the lead on office security protocols, incident reporting, administrative assessments, and reporting.

Support the management of organizational assets functionality at all times.

Supervise office support staff

Logistics and Supply Chain Management Support

Support a comprehensive implementation of all procurement processes following Healthy Learners procedures and policies as directed by HQ.

Assess and coordinate transport requirements for district activities.

Provide effective administrative support to ensure smooth logistical operations and the timely execution of activities.

Ensure all vehicles and bikes are effectively maintained and used strictly in compliance with organizational rules, policies, and procedures

Support the management of vehicle consumables and repairs.

Supervise drivers assigned to the district ensuring compliance with vehicle management policies.

Oversee office stores and inventories; ensure effective storage and retrieval of goods in accordance with Healthy Learners policies and procedures.

Coordinate with the District Program Officer and HQ Logistics Team to schedule the timely dispatch and delivery of materials and goods.

Work with the Program and Construction teams to track supplies and equipment earmarked for distribution to partner sites.

Maintain up-to-date information on the status of the inbound and outbound movement of goods.

Plan and supervise the routine work of casual laborers and outsourced contractors.

Performs other duties as assigned by senior staff

Finance and Program Support Tasks

Work with the District Program Officer to develop procurement plans; ensure appropriate specifications of required items according to established guidelines and procedures.

Support the preparation and consolidation of purchase requisitions in accordance with Healthy Learner’s internal policies and procedures.

Consolidate programs requisitions, claims, and retirements of funds for processing at HQ.

Prepare partner cash disbursement on the online platforms.

Coordinate travel advance requests and retirements.

Provide the Financial Department with finance-related documentation as required.

Support the consolidation of the various reports for the district as required by HQ

Oversee effective management of office petty cash.

SPECIFIC REQUIREMENTS INCLUDE:

Strong organizational skills.

Good analytical skills with the ability to make independent judgments and decisions

Ability to deal appropriately with sensitive issues while exhibiting a high level of confidentiality

Strong problem identification and ability to effectively resolve challenges.

Good communication and interpersonal skills.

Ability to work under pressure with good attention to detail.

Working knowledge of administrative and human resource procedures and best practices

Experience with basic financial management tasks

Strong Microsoft Excel skills and solid proficiency in other common office applications, like Adobe/Word/Outlook

Humility and willingness to regularly receive constructive feedback

Passion for Healthy Learners mission and vision

Experience supervising others is an added advantage

MINIMUM QUALIFICATIONS

A degree in Administration, economics, or relevant business studies from a recognized university.

Minimum of three (3) years of demonstrated administrative experience

Demonstrated experience in administrative, logistics, and finance tasks.