Administration and Data Management Officer

About Good Neighbors Zambia

Good Neighbors Zambia (GNZ), established in 2012, implements Community Development Programs in the areas of education, health, child protection, water and sanitation, income generation, and humanitarian response. GNZ is committed to creating an environment where children’s rights are protected, and communities achieve sustainable development through empowerment, leadership, and local ownership.

Position Details/Position Title: Officer

Job Function: Administration & Data Management

Purpose of the Position

The Administration and Data Management Officer is responsible for providing administrative support and managing project data for the KOICA Climate Smart Agriculture (CSA) Project under Good Neighbors Zambia. The position supports the organization of project records, collection and consolidation of activity data, data quality checks, analysis, and preparation of reports to inform project planning and implementation.

The role also supports day-to-day office administration, documentation, filing, meeting coordination, inventory and asset records, and the timely preparation of administrative and project information.

The Officer is expected to maintain accurate and confidential records and ensure that administrative and data management practices comply with donor requirements and GNZ policies and procedures.

Key Duties and Responsibilities

1. Administration and Office Coordination

• Provide day-to-day administrative support to the project team and help ensure the smooth running of office operations.
• Maintain an orderly filing system for correspondence, activity plans, reports, meeting records, and other project documents.
• Support meeting and training arrangements, including venues, attendance records, materials, and minutes where required.
• Maintain office supplies, inventory, asset records, and other administrative registers, and report needs to the supervisor.
• Follow up with internal departments and field staff on outstanding documents, approvals, delivery confirmations, and administrative actions.
• Identify practical ways to improve administrative processes, document tracking, filing systems, and procurement follow-up.

2. Procurement and HR Administration Support

• Support the Senior Finance Officer and relevant staff in coordinating procurement requisitions, documentation, and approval processes.
• Review procurement requests for completeness, required signatures, specifications, quantities, and delivery requirements.
• Maintain organized procurement records and follow up on outstanding supporting documents.
• Maintain confidential recruitment and personnel records, including contracts, leave, attendance, and training records.
• Support staff onboarding, exit procedures, equipment handovers, and other assigned HR administrative activities.

3. Project Data Collection, Management and Verification

• Coordinate the collection, entry, consolidation, and secure storage of project data from field staff and relevant teams.
• Maintain accurate and updated project databases, beneficiary records, and monitoring tracking sheets.
• Verify submitted data for completeness, accuracy, consistency, duplication, and discrepancies.
• Follow up with responsible staff to correct errors and obtain missing information within reporting deadlines.
• Ensure confidential handling of beneficiary information and other sensitive project data in accordance with GNZ procedures.

4. Data Analysis, Monitoring and Reporting

• Compile and analyze quantitative data related to agricultural activities, CSA adoption, training, cooperative development, livelihoods, and project outputs.
• Prepare statistical tables, charts, summaries, and data visualizations to support project monitoring and management decisions.
• Monitor project performance indicators against established targets and identify gaps, inconsistencies, and unusual results.
• Provide verified data and analytical summaries for monthly, quarterly, donor, and internal progress reports.
• Identify data quality issues and recommend improvements to data collection, analysis, and reporting processes.

5. Documentation, Compliance and Team Coordination

• Collect, organize, and maintain supporting documents, including attendance sheets, field reports, photographs, activity records, and monitoring forms.
• Ensure timely submission of required documents and reports in accordance with established formats and internal procedures.
• Support documentation preparation for internal reviews, donor reporting, audits, and monitoring visits.
• Coordinate with field staff and relevant project personnel to obtain accurate information and resolve outstanding documentation issues.
• Recommend improvements to document tracking, filing systems, and administrative coordination.

6. Other Duties

Perform any other duties assigned by the Senior Field Facilitator, Field Manager, and Project Manager.

Qualifications and Experience

Applicants must meet the following minimum requirements:

• Bachelor’s degree in Statistics, Data Science, Information Management, Business Administration, Development Studies, Information Technology, or a related field.
• At least two (2) years of relevant experience in administration, data management, monitoring and evaluation, reporting, or a similar role.
• Strong skills in Microsoft Excel and other Microsoft Office applications; experience with databases or data collection tools is an advantage.
• Experience compiling, cleaning, analyzing, and presenting project or beneficiary data.
• Good organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
• Strong report-writing, communication, and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Ability and willingness to travel to project field locations when required.
• Commitment to Good Neighbors Zambia’s mission, values, child safeguarding, and code of conduct.

Application Guidelines

Interested candidates who meet the above requirements are invited to submit the following documents:

• Cover letter clearly outlining suitability for the position.
• Updated Curriculum Vitae with three (3) traceable referees.
• Copies of academic and professional qualifications.

Only shortlisted candidates will be contacted.

Google Application Forms PDF Administration & Data Management Officer

https://docs.google.com/forms/d/e/1FAIpQLSfNOzjX6XZRs1CjDjqv_Gf_IW1oJIvsIzFC7oPCtoJ_L2q8ag/viewform?usp=header

Please Note:

• Good Neighbors Zambia will not be responsible for transport and accommodation costs incurred during the interview process.
• Good Neighbors Zambia upholds a zero-tolerance policy against all forms of harm, sexual exploitation, abuse, and harassment. Reference and background checks will be conducted for successful candidates.

Working environment

• Based at the Chongwe Office, with regular travel to project field locations.
• Approximate work allocation: 80% office-based work and 20% field-based work.

Application Deadline

All applications must be submitted no later than 1st November 2026

How to Apply

Apply using the following link: https://docs.google.com/forms/d/e/1FAIpQLSfNOzjX6XZRs1CjDjqv_Gf_IW1oJIvsIzFC7oPCtoJ_L2q8ag/viewform?usp=header