Administration Support Assistant

Job Title: Administration Assistant

Nature of Role: Full-time, short-term contract (November 2026 – April 2027)

Location: Lusaka, Zambia

Reports To: Director of Administration / relevant line manager

Working Hours: Monday to Friday, 8:00 AM–5:00 PM; Saturday, 8:00 AM–12:00 PM

Role Overview

• The organisation is seeking a highly organised, versatile, and proactive Administration Assistant to provide administrative support across its operations, with a particular focus on admissions and records management where applicable.
• The successful candidate will be able to manage multiple priorities in a fast-paced environment, maintain accurate records, communicate effectively with stakeholders, and handle sensitive information with professionalism and discretion.
• The role requires someone adaptable, detail-oriented, and able to work independently while contributing effectively to the wider team and organisational objectives.

Key Responsibilities

• General Operations Support: Support day-to-day operations, coordinate with staff, vendors, and visitors, maintain schedules and activity trackers, and follow up on outstanding tasks.
• Student / Client Administration: Maintain accurate records and files; support registration, onboarding, withdrawals, and related documentation where applicable.
• Communication: Act as a first point of contact for routine enquiries, respond to emails and correspondence, assist with meeting arrangements, and communicate professionally with stakeholders and service providers.
• Meetings and Events: Schedule meetings, circulate invitations and documents, prepare meeting rooms and materials, take minutes where required, and support the logistical planning of events and workshops.
• Facilities and Maintenance: Log maintenance requests, follow up with service providers and internal staff, maintain records of repairs and servicing, and assist with monitoring facilities, equipment, and supplies.
• Procurement and Supplier Administration: Raise and track purchase requisitions, obtain quotations, maintain supplier records, follow up on deliveries, and prepare procurement documentation.
• Finance and Administrative Support: Prepare documents for payments and approvals, maintain invoice and receipt records, assist with petty cash where appropriate, and follow up on outstanding invoices and supporting documentation.
• Records and Document Management: Maintain physical and electronic filing systems, archive documents, maintain registers for contracts, licences, insurance, assets, and other administrative records, and assist with audit or inspection preparation.
• Travel and Logistics: Assist with travel arrangements, accommodation, transport, schedules, supporting documentation, and logistics for organisational activities.
• Asset and Inventory Administration: Maintain asset and inventory records, assist with stock and asset checks, record equipment allocation and return, and report missing or damaged items.

Qualifications and Experience

• Bachelor's degree in a relevant field.
• Two to three years' experience in a similar administrative role.
• Membership of the Zambia Institute of Purchasing and Supply (ZIPS), where applicable or preferred by the employer.

How to Apply

Apply using the following link: https://pri.careers-page.com/jobs/39127690-1ece-487a-9f3f-52d2fb31e1fb/apply