Office Administrator

Comundo

In Zambia, Comundo aims to contribute to children/youth becoming economically independent and socially responsible adults who understand and value their own and other cultures through inclusive and equitable basic and vocational education.

Your activities/tasks

As an Office Administrator, you will have the opportunity to contribute to the coordination of the country program while setting a unique milestone in your biography. You will have an opportunity to get exposure, gain experience and learn. This position is particularly suitable for a young professional looking to gain some more practical experience in development work. The duration of the position is one year with a possibility of extension. Some of your activities/tasks include:

Administration of the Comundo country office

  • General administration: Reception of visitors, safeguarding/ archiving of documents, etc
  • Finance: Initiate payments, keep the records and supporting documents; do bookkeeping; asset management, assist in budgeting.
  • HR: Management of national CW and staff (Junior CWs), engagement of consultants; maintaining accurate records for co-workers´ leave and absences; keeps a database for further education opportunities
  • Immigration: Prepare and submit documentation for work permits/special passes and follow up on permits/special passes
  • Security Management: Ensure that all Co-Workers have updated their Local Security Plans and emergency forms; serve as the contact person for Rescue.co and update the membership database; assist Co-Workers in case of emergencies (in collaboration with the Country Director).
  • Procurement & Supplies: Ensure that all necessary equipment and supplies for the office, workshops, and meetings are available.
  • IT management: Ensure that Comundo IT equipment is well maintained.
  • Organization of workshops and meetings, including minutes taking and keeping the relevant documents and important information accessible.
  • Keep important documents and information (templates, handbook, Comundo call for applications, etc.) updated.

Assistance for the implementation of the Comundo Country Program:

  • Assist in the identification of new Partner Organisations and opportunities to place Co-workers; development and follow-up on assignment requests.
  • Administration of JCW assignments.
  • Assist in the development, coordination, and reporting of Comundo assignments and projects.
  • Assist in the implementation of the “Short-term assignments pilot project”
  • Assist in researching, writing, and editing papers, articles, and newsletters, etc.
  • Support M&E activities: Responsible for all Kobo entries and inquiries & ensure log frames are updated.
  • Representation of Comundo always in a professional manner.

Assistance to Comundo Co-Workers

  • Support and facilitate orientation of new co-workers, especially in security and on “Living and working in Zambia”.
  • Support co-workers in obtaining and/or renewing all the necessary documents for living and working in Zambia (work permits, driving license, Sim setup, bank accounts, etc.)
  • Provide co-workers with security and other important updates via Teams and the Comundo WhatsApp group
  • Assist co-workers in the production of annual reports.

Implementation of the Junior CW Assignment component of the program

  • Logistic organisation of assignments.
  • In-country preparation of JCW Co-Workers.
  • Regular contact with CW and POs.
  • Monitoring and accompaniment of assignments.
  • Advertisement for and identification of new assignments.

Monitoring of Comundo programs

  • Be a member of the Comundo working group for the monitoring tool for the country programmes (CP), based on KoboToolbox and Power BI (short: “the CP monitoring group”)

Other tasks

The Program Administrator should be ready to execute other tasks related to her background and assigned by the Country Director

Your profile

  • University degree in education, education management, development or a related field
  • Good communication skills and excellent command of English, comprehensive computer skills
  • Familiarity with project management tools, methodologies, and best practices.
  • Ambitious character who shows initiative and aspires to becoming a leader.
  • Radiant personality who is good with people and can work both independently and as part of a team.
  • Less than two years of post-graduate professional experience.

Application Procedure

If you are an innovative and ambitious young person with an outstanding personality who wants to develop professionally, please tell us how your qualifications and professional ambitions match the tasks described. Also let us know what you think about the Personnel Develop Cooperation approach. Please send your CV and motivation letter to [email protected] .

Deadline for applications is Wednesday 22nd May, 2024.

Only shortlisted candidates will be contacted.

To apply for this job email your details to belinda.mautu@comundo.org


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