Administrative Assistant

Job description

Organizational Background
A Chance for Change Foundation is a Zambian non-profit organization committed to poverty reduction and economic empowerment through sustainable agriculture, entrepreneurship, and innovation. Our programs focus on empowering communities across several provinces through initiatives in agriculture, education, digital inclusion, and policy advocacy.

Role Summary
The Administrative Assistant will be stationed at the Mansa Office and will provide comprehensive administrative, communication, and logistical support. Although based in Luapula Province, the Administrative Assistant will handle inquiries and administrative support tasks from other provinces. The role requires excellent organization, coordination, and communication skills to support operations across multiple locations.

Key Responsibilities

1. Office Administration

Manage daily administrative operations at the Mansa Office.
Maintain organized filing systems (both digital and physical) for multi-provincial project documentation.
Serve as the first point of contact for office visitors, phone calls, and general inquiries; including those from other provinces.

2. Project Support

Assist with the coordination and logistical support of field activities across provinces (e.g., meetings, travel plans, training sessions).
Support cross-provincial data collection efforts by compiling and organizing field reports and activity records.
Prepare materials and communication for team members across regional offices when requested.

3. Financial and Procurement Assistance

Track and reconcile petty cash, process requisitions, and support procurement tasks for the Mansa office and remote teams.
Liaise with the Finance Department to ensure accurate and timely submission of financial documents from Luapula and other provinces.

4. Communication and Reporting

Draft official correspondence, compile monthly administrative reports, and facilitate remote communication between offices.
Maintain up-to-date contact directories and coordinate information flow among provincial teams.
Handle inquiries (calls, emails, or reports) from other provincial staff, ensuring timely and appropriate responses.

5. Compliance and Records Management

Ensure administrative compliance with internal policies, donor requirements, and documentation standards across all supported locations.
Assist with HR record keeping, including remote tracking of attendance and timesheets for staff outside Luapula.
Perform other related administrative tasks as may be assigned.

Qualifications and Experience

Diploma or Degree in Business Administration, Public Administration, or a related field.
At least 2 years of administrative experience, preferably within an NGO or multi-provincial organization.
Proficiency in Microsoft Office Suite and digital communication tools.
Excellent organizational, multitasking, and communication skills.
Ability to work under pressure and coordinate with remote teams.
Proficiency in English; knowledge of Bemba or another local language is an asset.
High level of professionalism, confidentiality, and integrity.

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