Job Title: Office Manager
Location: Choma
Grade: F
Reporting to: District Programme Coordinator – Choma
Reporting from: Finance Assistant, Drivers
Contract length: 9 months
Liaises with: All DiRECT Project staff, Director – Systems, Administration Assistant and Office Manager – Lusaka and Mongu, Logistics & Procurement Officer, Management Accountant, Country Financial Controller, stakeholders at the provincial and district levels on the DiRECT project.
Job purpose: The post holder will have overall oversight for the administration, logistics, transport and finance support functions for the Choma office and the DiRECT project and will ensure that these functions are implemented efficiently and in compliance with Concern policies and procedures.
The post holder will have responsibility for fleet management for the DiRECT project offices and will ensure that an effective and efficient transport management system is in place.
The post holder will be based in Choma and there will be some travel to the other Districts in Southern and Western Provinces supported by the project, as well as the Concern field offices.
The post holder will be expected to deputise for the DPC on occasion, in particular in maintaining good relations and liaising with government stakeholders on the project including the consortium partner Save the Children.
Main duties and responsibilities:
Admin
- Establish and maintain the administration file system.
- Ensure that the admin function is being implemented efficiently and in line with Concern policies.
- Oversight of health and safety issues in the office and accommodation
- Report any security concerns or issues to the DPC on a timely basis and liaison with Guard Company on any issues related to Office or residences.
- Ensure that hard copies of policies of all relevant policies, procedures, memos and manuals are available for staff to consult.
- Make arrangements for workshops, meetings at the district/provincial level.
- Provide support for visitors in the areas of accommodation, transport and per diems.
Finance
- Manage the Finance Assistant
- Monitor the Administration and Transport budgets for the DiRECT project and provide feedback to the DPC.
- Provide input with the annual budgeting and budget revision exercises in relation to admin and transport costs
- Maintain the Fixed Asset Register (FAR) for the DiRECT project and carry out physical inventories as needed.
Logistics
- Ensure the stores and stock movements are being managed in compliance with Concern policies and manuals.
- Request supplies from Head Office, as needed.
- Ensure any local procurements strictly follow Concern policy and procedures.
IT
- Responsible for basic IT trouble shooting in liaison with the IT Officer based in Lusaka
- Checking that all DiRECT staff are backing up their documents on a weekly basis and liaison with the IT Officer in case of any problems.
- Collate issues or problems documented by staff and forward them to the IT Officer for the necessary follow up.
HR
- Ensure that a hard copy of the National Staff HR Manual is available in both locations.
- Provide feedback to HR Lusaka on the national staff health insurance scheme – particularly in relation to any issues concerning service providers
- Responsible for ensuring that the PDR process is undertaken with managed staff.
- Responsible for sharing information with staff that do not have access to e mail in liaison with the DPC.
- Maintaining and updating leave records on a monthly basis.
- Reporting any HR issues to the DPC.
- Provide support for the recruitment of the enumerators.
Transport
- Ensuring that an effective system is in place to meet the transport needs of staff in the most cost-effective manner possible (e.g. by planning and tracking vehicle allocation, vehicle movements, vehicle utilisation, fuel consumption etc.)
- Ensuring adherence to all transport related security guidelines
- Ensuring that all vehicles and motorcycles have current road licenses, insurance and any other legally required documentation and equipment
- In liaison with the Drivers hire car companies ensure that the Vehicle fleet is maintained in good working condition
- Ensuring that an updated schedule and planning of major services and any repairs of vehicles/motorcycles is maintained at all times.
- Ensuring that checklists and records are maintained e.g. daily/pre-trip checklist, equipment, contacts, log books, job cards.
- Ensuring the relevant forms and memos (non-liability form, memo on codes, return and parking times) are available in each vehicle.
- Responsible for raising the Supplies Request Notes in relation to vehicle major servicing work needed in Lusaka.
- Prepare procurement plans for admin and transport and also provide feedback on procurement tracking sheet.
- Responsible for compiling the monthly fuel reconciliation reports.
- Prepare and disseminate of weekly transport plans.
Other key tasks and responsibilities:
- To deputise for the DPC as and when requested.
- To adhere to and support the implementation of the Concern staff code of conduct and Programme Participant Protection Policy as described in the National Staff HR Manual.
- To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
- To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
- To contribute to and support the implementation of Concern Zambia’s Humanitarian Accountability Framework and plan.
- Other tasks as directed by the line manager.
Qualifications and Experience required:
Education:
- A relevant professional qualification (Diploma or higher) in Management, Logistics, Administration, plus 3-5 years of relevant experience.
Skills, knowledge and experience:
- At least 3 years working experience in Office Management and Logistics and Transport Management as a combination preferably with an INGO.
- Solid experience of staff management.
- Good knowledge of basic accounting and budgeting.
- Knowledge of MS Office Suite 2010 and OS Windows 7.
Application procedure:
Applications, in the form of a cover letter and CV, should be sent via e-mail to the following:hr.zambia@concern.net with the title of the position clearly stated in the subject line.Submission may be in hard or electronic copies. Submission of original copies and scrutiny of the same including verification from the issuing institutions will be a condition of engagement of the successful
applicants. Concern Worldwide will only respond to candidates who are determined to have the above qualifications and only those will be short-listed and invited for interviews.
The deadline for receipt of applications is Monday 19th September 2016 at 08:30 hours. Please note that only shortlisted candidates will be contacted.
Concern has a Code of Conduct and a Programme Participant Protection Policy to ensure maximum protection of programme participants from abuse and exploitation.
Programme Participant Protection Policy
Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.
Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal.
