Bremen Overseas Research and Development Association Zambia

Administrative and Procurement Officer

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Job Description

Job Vacancy – Administrative and Procurement Officer
Country: Zambia
Location: Lusaka
Reporting to: BORDA Zambia Head of Finance and Administrative Department
Employment type: Fixed Term
Starting date: 1st January 2023
Contract length: 2 years (contract renewal after the initial contract likely; depending on project acquisition)
The Bremen Overseas Research & Development Association (BORDA) is a technical expert organisation, specialized in the field of sustainable environmental protection through integrated sanitation solutions. The organisations activities aim at making neighbourhoods more liveable by developing and implementing innovative on-site sanitation solutions that build climate resilience, strengthen social structures, and foster the sustainable and attentive handling of natural resources. BORDA supports holistic approaches on policy formulation, participatory urban planning processes and infrastructure development. In this respect, BORDA designs and implements innovative system packages together with local and global partners, fosters capacity building and facilitates dialogue between civil society organisations, communities, government entities, the private sector, scientific institutions, and international organizations. Together with local partners, BORDA re-imagens water and sanitation systems based on a foundation of research and customises solutions in order to realize water and sanitation for all. BORDA understands that innovation is not only about technology but rather about generating new approaches that work for local communities – and keep working.
BORDA e.V. is active outside Germany in over 20 countries in Asia, Africa, Latin America, and the Caribbean. Its activities focus on achieving the 2030 Agenda for Sustainable Development by enabling the transition towards liveable and inclusive cities which give disadvantaged urban and peri-urban populations access to essential public services such as on-site sanitation, faecal sludge management, solid waste management, energy, and water.
In Zambia, BORDA is active since 2009. In 2016, BORDA established the BORDA Zambia Country Office; therefore, committing to support the development efforts in the country.
The Project
In the beginning of 2022, BORDA commenced the implementation of the BMZ funded Africa Regional Project: ‘Improving Sanitation, Shaping Liveable and Inclusive Cities’ in Mali, Tanzania, South Africa, and Zambia. In Zambia the project will be implemented in two Districts: Lusaka and Choma.
The project’s overall goal is “improved decentralised sanitation services contribute sustainably and broadly to strengthening social structures in particularly vulnerable neighbourhoods,” and it has three outcomes:
Access to improved decentralised sanitation services
Strengthened capacities for scaling up of sanitation services
Strengthened governance structures for scaling up of project results
BORDA Zambia will work with key partners, Ministry of Water Development and Sanitation (MWDS), Lusaka City Council (LCC), Lusaka Water Supply and Sanitation Company (LWSC), Southern Water Supply and Sanitation Company (SWSC), Choma Municipal Council, the National Water Supply Council (NWASCO) and the Zambia Environmental Management Agency (ZEMA), to achieve these projects goals and outcomes.
Main Responsibilities include but are not limited to the following aspects:
General Office Management Support
Visitors: Welcome visitors with courtesy, attending to their needs and/ or directing them to respective staff members
Office Presentation: Ensure the property is always in a presentable state by overseeing office cleaning, gardening and repairing works
Office Communication: Answer the general office mail (hard- and softcopy) and phone incl. attending to queries and/ or directing them to respective staff members
Team Calendar: Insure entries are made in respective office team calendars at all times
Office Consumables: Ensure needed office supplies (stationery, groceries, etc.) are available at all times, keep consumables tracking sheets and maintain stocks for all required items
Office Utilities: Ensure permanent availability of office utilities (water, electricity, internet etc.)
Service Provider Coordination: Communicate with various office service providers incl. follow-up’s, coordination of activities and reporting
Transportation: Coordinate travel logistics, accommodation for staff traveling by liaising travel agencies, airlines, car hire companies, hotels, lodges, etc.
Pro-active problem detection and solving concerning the general office management.
Procurement and Asset Management Support
Procurement of low value assets: Purchase needed items following the procurement procedures of BORDA and its donors incl. initiating the payment process and follow-up on good/ service delivery
Procurement of high value assets: Lead procurement processes by supporting the preparation of procurement documentation in line with the BORDA Zambia procurement policies and standards of procedures; this includes but is not limited to communication with and coordination of potential bidders, collection of suitable bids and conducting the bid evaluation
Asset Management: Support the office asset management in line with internal policies and procedures
Finance Request Process: Initiate payment process for raised requisitions following the procedures of BORDA and its donors.
Project Support
General Project Support: Support BORDA Zambia in achieving its annual goals according to the respective work plans by carrying out assigned tasks in correspondence with project/ activity leader
Meeting Logistics: Assist in the logistics of meetings, workshops, exhibitions etc.
Required Qualifications:
Minimum of 3 years of relevant professional experience
Academic degree: min. Diploma of Business Administration or similar
Valid driving licence.
Required Skills:
Excellent command of spoken and written English
Excellent independent and autonomous work coordination with a high level of attention to detail
Excellent self-organization and time management
Excellent pro-active problem solving skills
Excellent reporting skills
Excellent team playing skills
Good working knowledge of modern communication systems
Good command of MS Word and PowerPoint
Good command of MS Excel
Able to work in a multi-cultural fast-moving environment.
Please send your application letter and CV including current contact details and three references with reference to the job title to [email protected] on or before the 8 December 2022. Incomplete or late applications will not be considered.
In the case of equal suitability, ability and professional achievement, female candidates will be given preference, provided that the personal qualities of another candidate are not more appropriate for the position.

Job Summary

Lusaka, Zambia Location
Full Time Job Type
Bremen Overseas Research and Development Association Zambia

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