Adminsitrative Officer

Lusaka, Zambia, Full Time

The Solar Industry Association Zambia (SIAZ) promotes the wide-scale use of solar energy in Zambia, both on-grid and off-grid. The main objectives of the Association are to:

disseminate knowledge and information pertaining to the financing, legal parameters, development and application of solar energy in Zambia,
foster high standards of practice with design, manufacture, installation, usage, marketing and maintenance of solar systems, and
cultivate the highest ideals and ethics in all business and professional dealings within the solar industry in Zambia.

SIAZ further promotes the interests of the Solar Industry in Zambia. It secures to the Members of the Association the advantages of unanimity of action by providing a coordinated voice for the Members of the Association.
SIAZ is therefore looking for an Administrative Officer.
Administrative officer
A. Main tasks and responsibilities
1) Operate the SIAZ Secretariat

Ensure operations adhere to policies and regulations • Guiding the organization’s activities
Manage schedules and deadlines
Ensure the smooth and adequate flow of information within the company to facilitate other business operations
Assess association performance and provide guidance to Board to ensure maximum efficiency
Strengthening and maintaining an excellent working relationship between the Solar Industry Association of Zambia and its members, other solar companies
Developing and maintaining communication materials, such as brochures and flyers
Managing SIAZ finances in a transparent way, regularly reporting on expenses

2) Administration:

Monitor costs and expenses to assist in budget preparation
Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
Plan and coordinate administrative procedures and systems and devise ways to streamline processes
Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
Organize and supervise other office activities (recycling, renovations, event planning etc.)
Drafting articles for newsletters and webpages, as well as drafting content for social media, especially Facebook
Supporting communication with partners (e.g. drafting letters and invitations, press statements, compilation of bi-annual reports, etc.)
Preparing and organising events, such as conferences, project visits by official delegations, presentations of project successes to cooperating partners and/or commissioning parties, etc

3) Support to strategic development:

Identifying opportunities to improve a business’ policies or objectives
Preparing and reviewing operational reports and organisational needs
Keep abreast with all organizational changes and business developments
Coordinating with GIZ and SAEP as well all other cooperating partners during any project processes that SAIZ has agreed to
Supporting the Solar Industry Association of Zambia in its strategic growth and capacity development processes
Conceptualising and implementing awareness campaigns around decentralised solar energy (quality standards, benefits, productive usage, etc through the website) and social media channels)

B. Required qualifications, competences and experience
Minimum of a bachelor’s degree in Communications, Marketing, Business, Accounting or a related discipline; a master’s degree in a relevant field is an added advantage
Professional experience

At least 2 year work experience in industry associations, business associations, private sector companies or NGOs
Experience in office administration
Experience managing multiple clients/members of an organisation at once
Demonstrable skills in book-keeping and accountancy
Demonstrable writing and presentation skills for proposal writing
Experience in creating content for different target audiences and for social media
Excellent working knowledge in Microsoft Word, Excel, PowerPoint
Membership /client management experience is an added advantage
Additional work experience through internships or projects done under self- employment is an added advantage
Experience in working within the solar industry, renewable energy and strategic development is an added advantage

Other knowledge, additional competences

Must possess excellent writing skills and be able to compose engaging and accurate content
Must be a strong communicator who works well in a team
Excellent time management skills and the ability to manage multiple tasks simultaneously
Strong interpersonal skills including possessing a high level of diplomacy
Must possess strong analytical skills
Event planning abilities
Must be willing to learn new tools and software quickly
Fluency in English, both written and oral
Fluency in Nyanja, both written and oral, are an added advantage
Must be willing to travel within Zambia

The successful candidate will be expected to start full-time employment with SIAZ, on a fixed term contract, on 01 April 2022. Interested candidates must send their CVs and cover letters electronically quoting SIAZ: Administrative_Officer in the subject line to: [email protected] by 17:00 hrs on 28th February 2022.
SIAZ will only assess applications which meet the following criteria:

Cover letters must be sent in MS Word format, with using font type Arial, size 11. In the first paragraph, please outline your motivation for applying for the position and explain in the second paragraph your experience with communication and fundraising.
Vs must not exceed three (3) pages and must be submitted in PDF.
Certificates, qualifications, etc. must not be attached to the application.
Traceable references of previous engagements must be provided.

Please note that only applicants selected for interview will be contacted. SIAZ is committed to be an equal opportunities employer, therefore, women and people with disabilities are strongly encouraged to apply.

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