Administrative Volunteer

Job Opportunity – Administrative Volunteer (Lusaka)

The Zambian Governance Foundation for Civil Society’s (ZGF) mandate is to strengthen local communities and civil society capacities to unlock and utilize available and untapped resources for sustainable development. ZGF has a strong belief that local communities have the power and resourcefulness to shape their own development without relying on external aid. To achieve this, ZGF has been providing access to grants, capacity development and other resources to local CSOs and CBOs across Zambia, using a non-thematic approach, and working with communities to nurture community philanthropy.

ZGF now wishes to recruit an Administrative Volunteer who fully subscribes to ZGF’s ethos and actively supports the programme team in advancing civil society and community development. Under specific direction of the Finance Manager the incumbent shall be responsible for implementing administrative policies and procedures and ensure provision of adequate and quality administrative support services to enable ZGF function cost effectively and efficiently.

The applicant should have Grade 12 Certificate, Degree in Business Administration or equivalent. S/he should manages administrative function responsible for provision of support to the rest of the organisation. Will be responsible for managing the Drivers, Gardener, Office Assistant including Office equipment and overall responsibility for safe custody of ZGF property. The Incumbent operates in office environment and should have 2 years of experience in general administration

To apply for this position, send an application comprising application letter, CV and copies of relevant certificates to [email protected]. The closing date for receiving applications is Friday, 30th July 2021. Should we decide to take your application further, we will get in touch with you. ZGF is an equal opportunity employer.

Job Title:  Administrative Volunteer

Location: Lusaka

Reports to: Finance Manager

Staff reporting: Drivers, Gardener, Office Assistant

Purpose of job

Under specific direction of the Finance Manager the incumbent shall be responsible for implementing administrative policies and procedures and ensure provision of adequate and quality administrative support services to enable ZGF function cost effectively and efficiently.

Main duties

1. Administration

a) Prepares annual plan of action and budget related to administrative support services and monitors its implementation to ensure that there are no budget overruns and the function remains focused on its mandate.

b) Ensures that all meetings and events, including board meetings receive timely and adequate administrative support.

c) Performs routine administrative functions, including coordination of administrative and operational methods and procedures required to effect efficient and uniform operations of ZGF.

d) Maintains the asset register and ensures that all assets are adequately coded and accounted for.

e) Takes overall charge for infrastructure maintenance and ensures that the interiors and exteriors are well kept, clean and appropriate furniture, tools and other essentials are available.

f) Supervises all administrative staff to ensure that their performance and developmental needs are met in order to achieve high level efficiency and effectiveness in the provision of transport and other general office administrative services to ZGF.

g) Works with the senior management team to support implementation of any administrative and overall organisational change process and ensures their institutionalisation.

h) Reviews travel logs and fuel consumption reports with the drivers and takes action to maintain control of costs related to use of ZGF motor vehicles, and ensures that a routine vehicle maintenance schedule is in place so that ZGF vehicles remain in a good serviceable condition.

i) Works with the ICT Specialist to ensure a functional electronic filing system that provides easy access to ZGF documents.

2. Procurement services

a) Maintains a record of suppliers, their delivery and quality, and initiates preparations of service contracts involving supply of goods and services such as security, utilities, communication, courier, etc. by external service providers.

b) Helps with sourcing of quotation and ensures that procurement processes are done in compliance with stipulated policies and procedures of ZGF.

c) Expedites the supply of goods and services as per contract and agreed delivery schedules; inspects goods delivered to ensure conformance with contracted specifications as well as ensuring value for money services.

d) Implements ZGF’s process for vendor management, including resolving of problems between suppliers and ZGF effecting penalties in cases of breach and termination of contracts as authorised.

e) Raises purchase requisitions and follows up their approvals to ensure that such goods or services are available at the time they are required.

3. General duties

a) Provides accurate information required for performance management purposes and attends performance management and organisational growth discussions, as required by the Human Resource Management systems.

b) Performs various personnel management and administration related tasks

c) Keeps abreast of developments in area of specialisation in order to continue to provide services to the highest ethical and professional standards.

d) Performs any other related duties that the supervisor may reasonably request form time to time.

Education and training: Grade 12 Certificate, Degree in Business Administration or equivalent

Work complexity

• Manages administrative function responsible for provision of support to the rest of the organisation.
• The job holder coordinates services requiring moderate to high levels of innovation.

Responsibility for resources

• Managing staff:  Drivers, Gardener, Office Assistant
• Managing material resources: Office equipment and overall responsibility for safe custody of ZGF property

Representation

• Internal contacts:  All staff
• External contacts: Visitors, including Board Members, suppliers of goods and services, representatives of CSOs, and Cooperating Partners

Physical working environment: Incumbent operates in office environment

Work experience: 2 years of experience in general administration

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