Job Title: Administration Assistant

Nature of Role: Full-time, short-term contract (November 2026 – April 2027)

Location: Lusaka, Zambia

Reports To: Director of Administration / relevant line manager

Working Hours: Monday to Friday, 8:00 AM–5:00 PM; Saturday, 8:00 AM–12:00 PM

Role Overview

- The organisation is seeking a highly organised, versatile, and proactive Administration Assistant to provide administrative support across its operations, with a particular focus on admissions and records management where applicable.

- The successful candidate will be able to manage multiple priorities in a fast-paced environment, maintain accurate records, communicate effectively with stakeholders, and handle sensitive information with professionalism and discretion.

- The role requires someone adaptable, detail-oriented, and able to work independently while contributing effectively to the wider team and organisational objectives.

Key Responsibilities

- General Operations Support: Support day-to-day operations, coordinate with staff, vendors, and visitors, maintain schedules and activity trackers, and follow up on outstanding tasks.

- Student / Client Administration: Maintain accurate records and files; support registration, onboarding, withdrawals, and related documentation where applicable.

- Communication: Act as a first point of contact for routine enquiries, respond to emails and correspondence, assist with meeting arrangements, and communicate professionally with stakeholders and service providers.

- Meetings and Events: Schedule meetings, circulate invitations and documents, prepare meeting rooms and materials, take minutes where required, and support the logistical planning of events and workshops.

- Facilities and Maintenance: Log maintenance requests, follow up with service providers and internal staff, maintain records of repairs and servicing, and assist with monitoring facilities, equipment, and supplies.

- Procurement and Supplier Administration: Raise and track purchase requisitions, obtain quotations, maintain supplier records, follow up on deliveries, and prepare procurement documentation.

- Finance and Administrative Support: Prepare documents for payments and approvals, maintain invoice and receipt records, assist with petty cash where appropriate, and follow up on outstanding invoices and supporting documentation.

- Records and Document Management: Maintain physical and electronic filing systems, archive documents, maintain registers for contracts, licences, insurance, assets, and other administrative records, and assist with audit or inspection preparation.

- Travel and Logistics: Assist with travel arrangements, accommodation, transport, schedules, supporting documentation, and logistics for organisational activities.

- Asset and Inventory Administration: Maintain asset and inventory records, assist with stock and asset checks, record equipment allocation and return, and report missing or damaged items.

Qualifications and Experience

- Bachelor's degree in a relevant field.

- Two to three years' experience in a similar administrative role.

- Membership of the Zambia Institute of Purchasing and Supply (ZIPS), where applicable or preferred by the employer.