JOB ADVERTISEMENT
1. HUMAN RESOURCE AND ADMINISTRATION OFFICER
2. PROCUREMENT INTERN
3. INFORMATION AND TECHNOLOGY INTERN
The Organization
Zambia Open Community Schools (ZOCS) is a registered Non-Governmental Organization under the Societies Act Section 7 (1) under the Laws of Zambia. ZOCS is a vibrant and flagship organization of Community Schools since 1992 in Zambia that empowers communities to provide quality basic education to 259, 691learners (132,459 Boys and 127,232 Girls) in 1,385 demonstration open community schools across 97 selected districts in all the 10 provinces of Zambia.
The pillars on which ZOCS builds its approach are those of enhanced educational opportunities for children through education policy engagement, increased community capacity to provide such opportunities and ensuring more and better education for more children in communities.
ZOCS is about open, accessible schools for disadvantaged children and communities, and these take priority over everything else.
ZOCS is inviting applications for the following positions:
1. HUMAN RESOURCE AND ADMINISTRATION OFFICER
Main Purpose for the Position
Ensuring the smooth running of the human resource functions of the organisation and making sure that ZOCS adheres to internal policies and Zambian labour laws.
Main Duties and Responsibilities
· Handle contractual arrangements for new, continuing and exiting staff
· Ensure ZOCS’ recruitment procedures are stringent and aimed at bringing in the highest caliber staffing
· Ensure ZOCS’ conditions of employment adhere to labour laws and are at par with other, similar organisations
· Manage staff absences, particularly in terms of ensuring that gaps in staffing due to long term absences (sick leave, maternity / paternity leave, disciplinary absences etc.) are covered through substitutions (internal rotation or external support)
· Oversee the organisation’s leave schedule
· Develop and review necessary HR-related policies / guidelines for the organization
· Ensure HR-related policies and guidelines are understood by and adhered to by all staff
· Oversee performance review processes (scheduling, support to line managers etc.)
· Coordinate disciplinary processes where necessary
· Ensure personnel files contain necessary information and are appropriately filed
· Respond to human resources-related staff queries and concerns
· Manage ZOCS Administrative activities which include , clean offices and surroundings, office supplies , utility, transport, security
· To monitor the security situation and oversee implementation of security measures, including appropriate reporting.
· To ensure timely dissemination of and training on new initiatives/guidelines and policies and monitoring of implementation.
· To directly respond, solve and provide advice to daily administrative, human resource and financial issues that arise from all sources at Head Office, regional and field offices.
· Addresses all human resources issues and concerns raised from time to time by staff.
· To ensure that a system is in place for regular performance assessment of staff, including providing technical support and opportunities for development.
· To ensure that field offices are effectively managed and that field staff have access to adequate transport, ICT.
· To direct and supervise the value-added delivery of a strong relationship between cost effectiveness and efficiency in administrative services
· Ensure safety (occupational health and safety, during travel, in regional offices and security investigations for staff).
· Manage the allocation of office space, subletting property and the insurance portfolio,
· Purchase and management of office equipment: Stocks of office and copying equipment, internal and external mail, and the relocation of employees.
· Management of all travel services.
· Procure internal and external conference and catering services
· To direct and supervise the development and maintenance of policies and procedures relating to these functions.
· Perform any other function/task as assigned by the supervisor/Management
Qualifications and Experience
Education
· Grade 12 Certificate or equivalent (ZAQA certified)
· Bachelor’s degree in Human Resource Management or Public Administration from a reputable and recognized learning institution (ZAQA certified)
Experience
· At least 3 years solid generalist HR experience
· Strong understanding of Zambian employment law
· Background in employment relations and advisory work
· Good experience of running recruitment campaigns including knowledge of competency based interviewing.
· Must be a member of the Zambia Institute of Human Resource Management with a valid practicing certificate.
Competences
1. Communication and Presentation Skills
2. Good report writing skills
3. Team Planning and Coordination
4. Highest level of Confidentiality
5. Working with People
6. Drive for Results
7. Proficient in Microsoft Office
2. PROCUREMENT INTERN
Main Purpose for the Position
The overall aim of the position is to support the planning and coordinating of procurement activities on the programme in order to ensure transparency and Value for Money.
Main Duties and Responsibilities
· Assists in the preparation of the annual procurement plan as per organization’s policy and guidelines.
· Assists in the implementation and monitoring of progress of all planned procurement activities.
· Prepares solicitation documents in the format required by ZOCS and advertises invitations for bids.
· Supports preparation of Bid analysis in readiness for submission to ZOCS Procurement committee for clearance.
· Supports preparation procurement committee papers for submission to the Procurement Committee.
· Supporting drafting and issuing contracts, terms and conditions and Schedules, and ensures effective management of contracts.
· Assists in the preparation of quarterly and annual reports for all procurement activities undertaken.
· Assists in ensuring that all procurement transactions are well documented and up to date.
· Purchasing office equipment, materials and supplies within the agreed limits locally, in accordance with ZOCS regulations.
· Support issuing local purchase orders (LPOs) for the programme and ensuring they are correctly numbered and filed.
· Accepting goods and ensuring that receipt is documented and that goods received are checked appropriately and, when necessary, processing complaints
· Checking goods invoices, goods inward receipts and other (delivery) documents and payment instructions before handing them over to the Project Accountant.
· Inventory keeping for the procured items.
· Documenting and filing completed orders and contracts properly and in line with ZOCS rules and regulations
Qualifications / Professional Experience
Education
· Grade 12 Certificate or equivalent (ZAQA certified)
· Bachelor’s Degree in Purchasing and Supply/ Graduate Diploma in Chartered Institute of Purchasing and Supply (ZAQA certified)
Experience
· A minimum of at least 1 year experience managing procurement, preferably for Government and/ or internationally financed projects.
· He or she must have a sound understanding of procurement guidelines and procedures applying to Zambia Public Procurement Authority and/ or internationally financed projects.
· Must have significant training and practical experience in procurement within the National Public Procurement or internationally financed projects.
· Must be a member of the Zambia Institute of Purchasing and Supply with a valid ZIPS practicing certificate.
3. INFORMATION AND TECHNOLOGY INTERN
Main Purpose for the Position
The overall aim of the position is maintaining ZOCS information and technology network infrastructure and security, planning and managing infrastructure, database management, software and hardware support for ZOCS staff and stakeholders.
Main Duties and Responsibilities
· Provide ITC support to all departments at ZOCS’ main and Field Offices
· Set up workstations with computers and necessary peripheral devices (routers, printers, etc).
· Lead the development and improvement of the effectiveness of the database tools and services.
· Ensure that all essential information of the organisation is protected and backed-up.
· Develop and maintain local networks in ways that optimise performance and ensure security and privacy of networks and computer systems.
· Provide computer equipment schedule upgrades and maintenance without deterring others from completing their work.
· Maintain records/logs of repairs and fixes and maintenance schedule.
· Maintain record of changes made to systems.
· Identify computer or network equipment shortages and place orders.
· Maintain and update the inventory for information and technology equipment.
· Maintain and update ZOCS official Website, Social Media pages.
· Any other duties related to the position that may be assigned by the supervisor.
Qualifications / Professional Experience
Education
· Grade 12 Certificate or equivalent (ZAQA certified)
· Degree in Information Technology or any other related field from a recognised higher learning institution (ZAQA certified).
Experience
· Minimum 1 year of experience providing generalist IT administrative expertise.
· Extensive administrative experience in Microsoft Operating Systems (Server 2012, 2016 or 2019 and Windows OS or latest versions), Network and Domain Management, Virtualisation technologies, Linux and Web technologies.
· Excellent interpersonal skills including ability to explain complex technologies with clarity and patience.
· Real understanding of and aim to meet customer needs and service provision.
· Ability to prioritise workload effectively, while under pressure to provide flexibility and support within team.
· High personal standards of performance and desire to develop skills and knowledge.
· Ability to work independently with minimal supervision
· Flexibility
· Willingness to work in a team
· Ability to meet tight deadlines
· Donor compliance experience essential.
· Prior experience of working with community schools / communities desirable.
Competences
· Computer Literate
· Good Communication
· Working with People
· Drive for Results
· Team Planning and Coordination
· Ability to work independently
· Attention to detail
To be considered for the positions, email your application letter addressed to the Executive Director, resume and certified copies of academic and professional qualifications with traceable referees to zocs2008@gmail.com
Closing date for receipt of applications is Monday 23rd March 2025 at 17:00 hours.
Note: Only shortlisted applicants will be contacted
Indicate the Position being applied for in the email subject matter
Zambia Open Community Schools is an equal opportunity employer and women are encouraged to apply
