Job Description

Posted on November 5, 2022

Background
Breakthrough ACTION Zambia is part of a global cooperative agreement between the United States Agency for International Development (USAID) and the Johns Hopkins Center for Communication Programs (CCP) to lead social and behavior change (SBC) programming around the world. The project works in partnership with governments, civil society, communities, and other stakeholders to implement creative, evidence-based SBC programming.
The period of performance for the program in Zambia is projected to begin immediately and end in April 2025. Breakthrough ACTION will initially focus efforts on implementing risk communication and community engagement (RCCE) activities through the Global Health Security Agenda and One Health approach and on conducting a cross-sectional household survey of malaria-related behaviors and behavioral determinants.
Job Summary
The Operations and Administrative Officer will support all operations and administrative activities, including some HR functions, under the guidance and direction of the Finance and Operations Manager and ensure efficient and effective operations of the Breakthrough ACTION Zambia office.
Responsibilities
Administration

Identify office space and ensure appropriate procurement process is followed to arrange and secure a lease
Track all leases for leased office space, including processing timely renewal and termination, when needed
Establish and maintain filing system relevant to assigned administrative functions
Handle confidential and non-routine information
Communicate office policies as necessary
Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
Ensure the opening and closing of Breakthrough ACTION office daily including, as needed, after hours and on weekends
Ensure the Breakthrough ACTION office is equipped with the necessary supplies, materials, equipment, and other resources needed for a functioning office
Make external conference, workshop, training and travel arrangements for staff and partners, as requested, including lodging, flights, car hire, and ferry/boat hire services
Take the lead in organizing workshop logistics, including arranging training venues and procuring supplies and copying/binding of workshop materials
Coordinate all transportation needs for the project including hired vehicles for both local and international staff
Assist drivers to process advance requests and retirements
Communicate to staff the security and safety protocols and ensure adherence
Establish and maintain the key and access management system to safeguard office spaces and assets

Procurement

Prepare requests for applications
Draft Scopes of Work (SOWs) to prequalify vendors annually that provide routine and general contractual services or goods e.g., stationery, hotels, venue spaces, catering, vehicle maintenance, equipment maintenance, printing/photocopying as directed by Director of

Finance and Operations

Gather all workshop cost estimates for National, provincial and district workshops respectively.
Organize selection committee to review applications and select candidates, per Breakthrough ACTION procurement process
Serve on selection committee for each procurement
Assist in drafting selection memos for procurements

Inventory and asset management

Monitor and schedule routine maintenance and arrange repair services for major equipment items (e.g., vehicles, photocopiers, generators)
Maintain vehicle logbooks, registration cards, and other documents pertinent to CCP vehicle ownership
Provide training and guidance, as needed, to ensure the proper handling and management of all program and organization assets and inventory
Before all assets, inventory, or vehicles are put into use, update registers with required information in full when new items are purchased; ensure the appropriate marking/branding/etching of program assets before dissemination
Track, monitor, and update the asset and inventory registers based on asset and inventory movement including reassignment, location, and condition
Ensure the proper sign-out and return of inventory and assets and follow-up with staff to ensure the items are returned timely or update the return dates
Adhere to Breakthrough ACTION and CCP policies on the management of lost or stolen assets and inventory
Maintain a just-in-time style consumable inventory register to ensure adequate and appropriate consumable inventory and utility levels
Prepare the annual USAID-required non-expendable property report
Ensure that all vehicles assigned for field and local trips, including hired vehicles, are road worthy
Monitor project fuel usage for both local and field offices
Request fuel card top-ups

Finance

Support Finance activities, as directed by Finance and Operations Manager
Manage advances for national and field activities (DSAs and transport refunds)
Receive vendor and consultant invoices, review for accuracy against contract or order payment terms and deliverables.

Human Resources

Assist in recruitment process of new staff, liaise with recruiting firms, and arrange interviews
Orient all staff on office policies and procedures, HR manual, the organizational code of conduct, ethics policies and procedures, benefits and compensation packages.
Obtain and file all relevant labor documents/policies and ensure confidentiality for staff matters and records is observed
Maintain accurate and complete personnel files in accordance with Zambia labor laws and CCP HR policy and in a way that records can be accessed as needed
Liaise with health insurance service provider to ensure all staff policies are up to date
Collect timesheets monthly from staff
Review and apply policies from field finance manual and HR manual
Collect and review timesheets for accuracy and completeness (e.g., leave type, tracking, project allocation); collect leave request forms and update leave tracking; and forward timesheets
In the case of promotions and reclassifications ensure that job descriptions are up-to-date, accurate, appropriately approved, and filed in the personnel files
Ensure that CCP HR receives a copy of all letters, contracts, and personnel correspondence for the main personnel files kept in Baltimore
Notify staff in advance of office closings due to public holidays or ad hoc closings prompted by the Chief of Party or other authorities
Conduct assessment of medical insurance for market comparison and renew annually or as needed ahead of expiration

Staff Supervision Responsibilities

Supervise drivers, office cleaner, and other staff as may be required
Manage the work of direct reports and provide supervisory responsibilities
Ensure that direct reports are implementing duties as assigned
Conduct timely annual performance reviews for direct reports in a way that facilitates growth and improvement in accordance with Breakthrough ACTION guidance

Minimum Qualifications

University degree in Administration, Business Management, Human Resources, or related field
At least seven years’ experience in the NGO sector within Zambia in office administration
At least five years’ experience supporting USAID-funded projects
Zambian national

Knowledge, Skills and Abilities

Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
Ability to perform under extreme pressure and take initiative in resolving problems
Ability to work independently in a high profile, fast-paced and multi-tasked environment
Strong interpersonal and team building skills
Oral and written fluency in English