Administrative Officer - Choma

Name of the position: Administrative OfficerLocation: Choma - Southern ProvinceContract duration: One year - with possbility of extensionStart Date: As soon as possible.Line Manager: Logistics ManagerApplication deadline: The applications will be processed on the rolling basis and may close any time, depending on the volume of applications Salary: Candidates will be informed about the salary range in the beginning of the recruitment process.Please note that due to the high volume of applications, candidates may receive feedback up to 2 months from the date of application.People in Need (www.peopleinneed.net) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.orgWe are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply. POSITION SUMMARY: The Administrative Officer will support the implementation of transparent, efficient, and reliable logistics, finance, and administrative processes to ensure the smooth functioning of the Choma Office and compliance with People in Need (PIN) procedures and regulations. The position holder will manage the Choma cash box, ensure the accuracy of all cash transactions, and maintain proper documentation for audit and reporting purposes.Main Duties And Responsibilities Responsibilities and Tasks Finance administration Manage the PIN Zambia cash box in Choma, including payment of advances, clearance of advances, and reimbursement of project-related expenses. Record and encode all daily financial transactions accurately, ensuring proper bookkeeping and regular reconciliation of cash books. Conduct regular cash reconciliations every Friday and at month-end. Verify the accuracy of all bills and invoices (checking dates, amounts, supplier details, descriptions, and signatures) before submission to the Finance Officer for ELO upload. Sort, scan, and file all PIN financial and administrative forms; upload them to SharePoint and send physical copies to the Lusaka Office for posting. Process payments to PIN stakeholders in line with approved documentation and procedures. Participate in all relevant finance meetings as required. Logistics and Procurement Procurement and Stock Management:Procure Low value goods and services following PIN procedures and donor rules; maintain proper records of procurement documents. Handle payments to stakeholders ensuring all documentation is correct. Collect and check invoices from vendors ensure accuracy (dates, amounts, supplier details, descriptions, signatures) before handing them to Finance for payment. Assist in stock management by preparing Stock Cards, Goods Received Notes (GRNs), Goods Delivery Notes (GDNs), Stock Release and inventory papers and monitor and update records of secondary assets. Upload Purchase requests and contracts on ELO for approval. Keep track on deadline of delivery stipulated in each Contract and send out necessary reminder to suppliers if the deadline is approaching. Additional responsibilities or other tasks as assigned by line manager. Fleet management: Refuel project vehicles as required and maintain a comprehensive fuel usage overview, documenting all refueling activities accurately. Assist in maintaining and updating vehicle logbooks, ensuring records are complete, accurate, and compliant with organizational policies. Coordinate and arrange transport logistics for project staff movements and distribution activities, ensuring timely and efficient support for field operations. Base and Asset management: Ensure efficient daily office operations by maintaining cleanliness, managing office supplies, overseeing the procurement of consumables and stationery, and coordinating the timely payment of utility bills. Update and monitor base expenditure and the Stock Consumables monitoring tool regularly. Support stock and asset management quarterly; ensure all items are safely stored and documented. Handle maintenance and repairs for the office. Manage office events and coordinate transport and accommodation for staff and visitors. Address administrative requirements related to the organization's operations. RequirementsCompetency Requirements Education & Qualifications Bachelor's degree in Business Administration, Supply chain Management or a related field. Diploma or better in Mathematics, Accounts or FinanceProfessional certification (ZICA, ACCA, CIMA, or equivalent) is an added advantage ExperienceMinimum of three (3) years' in Administrative Operations, with experience in finance as an added advantage. Familiarity with statutory and donor compliance requirements, bank operations, and audit processes. Experience in project-based financial management, preferably within donor-funded programmes. Technical Skills Proficient in Microsoft Office Suite (Excel, Word, PowerPoint). Familiar with NAVISION, ELO, and other accounting or document management systems. Sound understanding of bank reconciliations and financial reporting. 4) Core Competencies High level of integrity, accuracy, and attention to detail. Strong analytical and problem-solving skills. Excellent communication and interpersonal abilities. Ability to manage multiple priorities and meet deadlines. Team-oriented yet able to work independently with minimal supervision. Commitment to and understanding of PIN's aims, values and principles Ability to use MS Office, especially Excel, Word and PowerPoint Good report-writing skills People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.BenefitsEMPLOYMENT CONDITIONS24 annual leave per year Contributions of Health Insurance (Nhima) as by Law. Accident insurance for all injuries during work time. National pension scheme contributions as by law Extensive Capacity Building program, both internal and external trainings - Induction training. internal online opportunities, such as access to e-learning platform and webinars Month contribution for phone tariffs Annual Staff retreat International environments with opportunities to learn from other country programs Paternity leave of 5 days and maternity leave of 14 weeks Breastfeeding breaks for nursing colleagues Per diem for working and sleeping outside of duty town depending on the location. Friendly and fair environment in small collective structure where everyone knows each other. We have lunch break with meals available at the office (Mongu Office) 2 health breaks per day. Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries. Are you interested in joining us? Please apply in the link below. Send us your cover letter and CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR