Senior Admin Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes.  Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The Agriculture and Food Security Cluster is comprised of four projects, which are part of the global initiative One World – No Hunger (SEWOH): Green Innovation Centres for the Agriculture and Food Sector (GIC), Food and Nutrition Security and Enhanced Resilience (FANSER), Promotion of Agricultural Finance for Agri-based Enterprises in Rural Areas (AgFin) and Fish for Food Security (F4F).  SEWOH is a BMZ special initiative addressing the two challenges hunger and malnutrition. In Zambia specifically, the Agriculture and Food Security Cluster is working on increasing regional food supplies and promoting access to and better use of financial services in the project’s rural target areas in Eastern, Southern and Luapula Provinces. Two bilateral projects in the same sector and with similar target groups and objectives are also part of the Cluster.

In order to manage the administration and finance in our AgriFood Chipata office successfully, GIZ is seeking a suitable and experienced candidate for the position as Senior Admin Officer. We are looking for a committed, proactive and experienced person with proven experience in leadership, administration and finances.

The candidate should have excellent communication and organisational skills and be able to work under pressure. Furthermore, the candidate sets high value on detail-oriented finance work.

Senior Admin Officer Chipata

REF: GIZ_AGR_SADM

Main tasks and responsibilities at Chipata Office:

supervision and coordination of the admin unit in collaboration with Cluster Finance Manager
coordinating and guiding all administrative and financial processes ensuring that financial and administrative regulations are complied with providing administrative services and management support for the programme

Supervision & coordination of the admin unit at Chipata Office

The Senior Admin Officer Chipata

supervises and coordinates all support staff as line manager (daily driver coordination supported by Jnr Admin Officer) & coordinates all admin staff under supervision of the Cluster Finance Manager
coordinates, tracks and approves travel, overtime and leave requests prepares and holds bilateral annual staff development talks,

Office coordination and guiding admin processes

The Senior Admin Officer Chipata

coordinates daily office operations with the support of the Jnr Admin Officers
is responsible for facility management of the building and adequate monitoring of cost sharing of office space among projects

Finance for projects and cluster

The Senior Admin Officer Chipata

is responsible for administrative and financial processes and ensures that everyone follows the GIZ rules and regulations
supports the yearly expenditure planning and monitoring for projects
prepares and monitors monthly budgets for the Chipata cashboxes and bank accounts, monitors cash and bank balances
Approves payments for suppliers online and withdrawals for project petty cash Supervises project receivables management is responsible for checking local subsidy retirements and providing trainings to local subsidy partners on retirements if required (supported by Jnr Admin Officer) Other duties/ additional tasks

The Senior Admin Officer Chipata

• monitors the setting up and handling of vehicle and generator logs and fuel consumption sheets
• reviews travel applications and travel claims for Chipata office staff before they are submitted for processing to Lusaka office
• gives advice on travel allowances, transport refunds and event management
• ensures adequate filing (digitally and in paper)
• ensures that computers and software at Chipata Office function properly in collaboration with the IT Officer/consultants
• maintains confidentiality of information
• performs other programme related activities and tasks as assigned by programme management

Qualifications and requirements:

• Minimum of a bachelor’s degree (or its equivalent) in Business Administration, a master’s degree in relevant specialisation preferably finance and/or accounting is an added advantage, e.g. BA, MBA or CIMA.
• Paid -up member of ZICA is an asset.

Professional experience:

• At least 8- 10 years professional experience in a comparable position
• At least 3 – 5 years of proven experience with financial planning and accounting
• 3 – 5 years proven leadership experience
• Broad experience in office coordination and administration
• Previous experience of working at GIZ is an added advantage

Other knowledge, additional competences:

• Strong organisational skills, must be proactive and be able to manage and prioritise workload
• good working knowledge of IT technologies () and computer applications (especially MS Office Word and Excel, accounting software would be an asset)
• fluency in English, written and oral
• experience working in a field office
• strong interpersonal and communication skills
• sensitivity to issues of intercultural relations, coupled with the experience of working effectively in multicultural and multidisciplinary teams
• good knowledge of standard procurement processes
• must be willing to travel within Zambia

The successful candidate will be expected to start full-time employment with GIZ, on a fixed term contract, as soon as possible. Interested candidates must send their CVs and cover letters electronically quoting GIZ_AGR_SADM in the subject line to: [email protected] by 17:00 hours on Wednesday, 30th June 2021. GIZ will only assess applications which meet the following criteria:

• Cover letters must be sent in MS Word format, with using font type Arial, size 11. In the first paragraph, please outline your motivation for applying for the position and explain in the second paragraph your experience in organizing admin teams and procedures as well as in detailed oriented finance work such as accounting and controlling
• CVs must not exceed three (3) pages and must be submitted in PDF.
• Certificates, qualifications, etc. must not be attached to the application.
• Traceable references of previous engagements must be provided.

Please note that only applicants selected for interview will be contacted. GIZ is committed to be an equal opportunities employer, therefore, women and people with disabilities are strongly encouraged to apply.