Administrative Officer

Job description

JOB OPPORTUNITY!!

Job Title: Administrative Officer
Location: Ndola, Zambia
Job Type: Full-time

Job Purpose:
The Administrative Officer is responsible for ensuring the efficient operation of the office by coordinating administrative procedures, handling clerical tasks, and facilitating communication between departments. This role provides support for both internal operations and external communications, promoting efficiency and adherence to organizational policies.

Key Responsibilities:
▪️ Manage and oversee daily administrative operations of the office.
▪️ Organize, maintain, and ensure the security of files, records, and documents.
▪️ Monitor office supplies inventory and initiate orders as necessary.
▪️ Draft, proofread, and dispatch correspondence, reports, and other official documents.
▪️ Schedule meetings and appointments, and record minutes as required.
▪️ Liaise with government departments, suppliers, and external service providers.
▪️ Assist in procurement processes and inventory management.
▪️ Maintain accurate personnel and leave records.
▪️ Provide administrative support to HR, finance, and project teams.
▪️ Ensure compliance with legal, safety, and administrative requirements within the office.
▪️ Coordinate logistics for workshops, training sessions, and travel arrangements.

Qualifications and Experience:
▪️ Education: Grade 12 certificate with a Diploma or Degree in Public Administration, Business Administration, or a related field.
▪️ Experience: Minimum of 2-3 years of relevant administrative experience.
▪️ Knowledge: Office management systems and procedures.
▪️ Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
▪️ Advantageous: Familiarity with Zambian labor laws and government regulations.

Key Skills and Competencies:
▪️ Excellent organizational and time management abilities.
▪️ Strong written and verbal communication skills.
▪️ Attention to detail with effective problem-solving capabilities.
▪️ Ability to work under pressure and meet deadlines.
▪️ Discretion and ability to maintain confidentiality.
▪️ Strong interpersonal skills with a collaborative approach to teamwork.

Application Instructions:
Applicants are requested to submit a cover letter and CV in a single PDF document addressed to the Hiring Manager via email to jobs@falanesolutions.com. Certificates will be requested at the interview stage.

Falane Solutions Limited is a Zambian-owned Human Resource and Immigration Consultancy Company. Note that we do not charge or request money from applicants at any stage of the recruitment process.

Closing Date:
The closing date for applications is Thursday, 28th August 2025.