Temporary Administrative Assistant

Job Description

The Human Resource and Administration Department supports the Company workforce and the efficient and safe operation of ZCCM-IH offices through human resource administration, transport, fleet management, facilities, logistics, office services and administrative controls. The Department enables directorates and provincial offices to carry out their mandates through reliable support services, responsible use of Company resources and timely operational coordination.

JOB PURPOSE

To provide accurate and timely operational administrative support to the Human Resource and Administration Department through assigned logistics, office and facilities support, service-provider follow-up, document control, operational trackers, invoice verification, reconciliation and periodic reporting. The role adds capacity required by Company growth, expanded office space and increased business activity, while strengthening follow-up, records and administrative controls.

The role also administers Company conference facilities for internal and external clients, including bookings, client liaison, quotations and invoicing, payment records, venue readiness, inventory, handovers, service providers and reconciliation of bookings, usage and related income. Work outside prescribed hours may be required for meetings and events.

KEY RESPONSIBILITIES

• Maintains accurate trackers for assigned travel, meetings, facilities, vendor and service requests, supplies, service providers, conference bookings, invoices, payments and outstanding actions.
• Prepares weekly, monthly and ad hoc administrative reports, highlighting pending actions, variances, overdue payments, service-delivery gaps and maintenance requirements.
• Checks invoices and supporting documents against approved quotations, purchase orders, bookings or confirmed services; tracks payment status, supports reconciliations and follows up discrepancies.
• Coordinates assigned travel, meetings, deliveries, document movement, office access, supplies and logistics for Lusaka and provincial offices.
• Maintains physical and electronic records and audit trails for quotations, purchase orders, invoices, delivery notes, service-provider documents, bookings and reconciliations.
• Supports facilities administration by monitoring maintenance and service requests, coordinating assigned service providers, maintaining inventories and following up deliverables.
• Administers conference bookings and client requirements and coordinates venue preparation, equipment, catering, access, inspections and handovers with relevant teams and service providers.
• Maintains conference quotation, invoice, payment, inventory and usage records; reconciles bookings to financial records and reports utilisation, income, costs and outstanding payments.
• Prepares correspondence, schedules and administrative documents, follows up assigned matters and performs any other duties as assigned.

Job Requirements

Minimum level of academic qualifications required to perform effectively in the role.

A bachelor’s degree in business administration, Business Management, Logistics, or related field, from a recognised institution.
Minimum level of professional qualification required to perform effectively in the role
Intermediate-to-advanced proficiency in Microsoft Excel, including trackers, basic formulas, reconciliation and report preparation, is required.
Proficiency in Microsoft Word, PowerPoint, Outlook and electronic filing systems is required.
A Certificate in Protocol and Diplomacy is an added advantage.

Skills and competencies
Technical
• Administrative reporting and Excel-based operational trackers
• Invoice verification, payment tracking and basic reconciliation
• Records and document control with complete audit trails
• Facilities, service-provider, inventory and logistics coordination
• Conference booking, client liaison and event support
Behavioural
• Professional customer service and communication
• Integrity and confidentiality
• Attention to detail and accountability
• Teamwork and service orientation
Personal Effectiveness
• Planning, organising and timely follow-up
• Initiative, sound judgement and problem solving
• Ability to manage competing priorities and work outside prescribed hours when required
1. RELEVANT EXPERIENCE REQUIRED:
Minimum number of months or years of experience the jobholder is required to have to be appointed to the position.

At least three (3) years of relevant experience in office administration, logistics, facilities support, finance-related administration, conference or events coordination or customer service.
Demonstrated experience maintaining operational trackers and records, preparing reports, checking invoice documentation, supporting reconciliations, coordinating service providers and following up administrative actions is required.
Experience in Events Management/Office Management.