Administration Officer

Job description

Solwezi Road
P O Box 11190
Chingola, Zambia

ADMINISTRATION DEPARTMENT
JOB DESCRIPTION
Administration Officer at Chimfunshi Wildlife Orphanage Trust (CWOT)

Employer: Chimfunshi Wildlife Orphanage Trust
Location: Chimfunshi, Solwezi Road, Chingola, Zambia
Function: Administration Officer
Preferred Hours: 6 days/week
Salary: TBD
Benefit in kind: The Company is providing accommodation at Chimfunshi, water from boreholes, electricity from solar panels.

Role:
As an Administration Officer you will play a pivotal role in ensuring the smooth functioning of the organization by handling various administrative tasks. Your key responsibilities often include managing  office supplies, coordinating schedules, maintaining records and assisting with human resources tasks such as recruitment and onboarding. Additionally, you may be involved liaising with external vendors.

Supervisors: Finance Manager, Executive Director
Key Relationship: Hospitality Manager, Finance and Administration Officer
Time commitment: 3 years, to start as soon as possible (6-month probation)

Chimfunshi Wildlife Orphanage Trust:

Chimfunshi Wildlife Orphanage Trust in Zambia is a unique sanctuary and thriving ecosystem for conservation and community care. One of the largest chimpanzee sanctuaries in the world, it covers thousands of hectares of Miombo forest and wetlands, providing a haven for rescued chimpanzees and other wildlife.

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Established in the early 1980s, Chimfunshi supports several hundred people by providing exceptional animal care and improving the livelihoods of staff through employment and training. This holistic approach makes Chimfunshi a model for sustainable coexistence and conservation, and fosters positive change in the surrounding community.

Duties and Responsibilities
1. Front Office & Visitor Management

Welcome visitors, issue receipts, and direct them appropriately

Handle incoming calls and email enquiries in a courteous and professional manner

Coordinate with hospitality for bookings for visits, overnight stays, and activities

Support gift shop operations

Respond promptly to visitor enquiries and complaints

2. Office Administration & Coordination

Manage office supplies and place orders when required

Organize in-house and external events

Arrange travel and accommodation as needed

Distribute and manage correspondence (letters, emails, packages)

Prepare reports and presentations as assigned

Ensure smooth communication between Chimfunshi and the Chingola office

Operate and maintain  office equipment (printers, copiers, etc.)

Update and maintain office policies

3. Records & Document Management

Maintain and update company databases

Organize and maintain filing systems for important and confidential documents

Ensure confidentiality and security of files and records

Print and manage administrative documents (leave forms, requisitions, pay-in/out forms, etc.)

Ensure all finance and administrative documents are properly filed

4. Human Resources & Administrative Support

Maintain employee records, attendance registers, and leave management systems

Support contract preparation and maintain employment records

Serve as a point of contact for employees regarding administrative procedures

5. Finance & Accounting Support

Support the finance officer with daily cash flow and daily cash statements

Support payroll preparation

Support statutory compliance (tax filings, NAPSA, NHIMA, etc.)

Assist with drafting finance-related correspondence

6. General Responsibilities

Coordinate internal communications and ensure staff are informed of relevant updates

Carry out any other duties as required by management

Qualifications

A full Grade 12 school certificate

Degree or diploma in administration

Minimum of 2 years of experience

Must have good communication skills in English and Bemba

Must know how to use the Microsoft Office Pack and Outlook

Additional courses in business management and finance are an added advantage

Other Qualifications:

Excellent documentation skills

Good office equipment knowledge (printer, hard drives, laminator, etc.)

Good communication skills

Alert and attentive to details

Must demonstrate a high level of maturity

Application Requirements

Candidates who meet the above-stated requirements are invited to submit their CVs and a cover letter with their background, plus 2 referees.

Applications are to be addressed to:
Executive Director: peggy.motsch@chimfunshiwildlife.org
Financial Manager: misheck.bwalya@chimfunshiwildlife.org

Deadline: 06/03/2026