Manager-Administration

Job description

Key Responsibilities

Key Accountabilities;

The primary accountabilities for this role are;

• Primary custodian of all Authority assets;
• Oversee efficient utilisation of Authority assets/resources in the attainment of Authority objectives;
• Development and execution of record management systems and processes to aid storage, retrieval and disposal of records;
• Development and execution of security, health & safety protocols in order to maintain a safe workplace for employees;
• Administration of transport and all travel logistics for the Authority;
• General administration/facilities support to the business so as to enable efficient execution of Authority mandate.

Key responsibilities;

The key responsibilities of the role will include but not limited to;

• Maintaining and overseeing the Authority’s offices and equipment to ensure that the workplace is safe and functional for employees;
• Ensuring that staff have all the tools they require such as computers, workstations, vehicles and all other equipment for better carrying out of their jobs
• Managing relationships with external service providers and landlords for better provision of services
• Timely placement of insurance cover on all Authority assets and following up on renewal of policies in line with procurement guidelines;
• Overseeing facilities services and ensuring that office equipment is serviced on a periodical basis;
• Working with Finance & Investments Department to ensure all Authority assets are appropriately accounted for through processes such as tagging;
• Collaborating with Finance & Investments Directorate in preparing administration related budgets and ensuring that all administration spend is within approved budget;
• Ensuring that all offices of the Authority and surroundings look clean and appealing for the image and brand of the Authority;
• Administration of the Authority fleet in line with the Transport Policy;
• Developing and maintaining vehicle scheduling protocols so as to maximise on the use of Authority vehicles as work tools;
• Developing and maintaining records management systems to aid storage, retrieval and disposal processes;
• Being custodian of the Health & Safety Policy, ensuring that employees are trained in health & safety and that the office provides a safe environment to all staff;
• Supervising all staff in Administration Department;
• Undertaking any other assignment as may be delegated by the supervisor relating to the administration function;
• Ensuring that security protocols for the workplace are in place, including collaborating with service providers for both physical and electronic security systems

Education Requirements

Education

• ‘O’ level School certificate with at least 5 credits which must include English and Mathematics;
• Bachelors Degree in Administration, Management any social science or its equivalent;
• At least Five (5) years of experience in administration four (2) of which must be at middle to senior management level.
• Must have a valid Zambian drivers licence

Required Skills

• Ability to plan and keep track of multiple projects and deadlines.
• Must be detail orientated and a highly organised self-starter;
• Must be an effective communicator orally and in writing; and
• Must be proficient in MS applications such as Word, Excel, PowerPoint and other relevant applications