British Council
Purpose of job:
The Administrator will support the programmes and finance staff members with various administrative tasks related to logistics, general administration of the office, documentation and archiving. The Administrator will work with the Finance and Resources Manager in all aspects of the programme’s administration.
Accountabilities, responsibilities and main duties:
The Administrator will function as the first point of contact with the Zambia Accountability Programme (ZAP). The Administrator will maintain an administratively effective office environment: a presentable and well-organised office. Specific duties will include:
General Office Administration
- Screen and answer telephone calls politely and promptly. Sign for and distribute packages received.
- Make hotel/flight bookings for visitors from outside Zambia and staff travelling out of Zambia
- Update internal directories (e.g. staff names, phone numbers)
- Ensure that office equipment and supplies are available for use.
- Coordinate and supervise work by service staff and drivers
IT Support
- Ensure that all IT equipment for ZAP is in good working conditions
- Liaise with BC IT consultants on any IT matters pertaining to ZAP
Logistics and Procurement Support
- Follow up any pending bills for ZAP such as telephone, internet, rent etc.
- Assist ZAP staff in collecting quotations for procurement from suppliers
Travel/Transport Management
- Coordinate allocation of vehicles and keep keys to vehicles securely stored.
- Reconcile and review fuel consumption (log books, fuel vouchers) and submit to the Finance Officer
Knowledge Management and Record Keeping
- Ensure that a good filing structure is designed and implemented on the central G-drive
- Upload and file all ZAP administrative and financial documents on the G-drive
- Ensure that all soft copies file are also maintained in hard copies
Teams Management & support
- Ensure that all administrative processes are carried out timely and effectively
- Ensure that ZAP office runs smoothly by working in collaboration with all the ZAP staff
Key Relationships
Internal
ZAP Finance and Resources Manager, ZAP Programme Director, ZAP programme team, BC Country Director Zambia, BC Regional Education and Society Team, BC Regional Finance Team
External
Clients and donors, Consultants, External partner organisations
For further information, please view the documents below:
Role Profile_ZAP Administrator.pdf
BC Behaviors.pdf
BC Core Skills.pdf
Applications for this vacancy are to be made online. The closing date is 5 August 2018 at 23:59 UK time
The British Council is committed to a policy of equal opportunity and is keen to reflect the diversity of UK society at every level within the organisation. We welcome applications from all sections of the community. We guarantee an interview to disabled candidates who meet the essential criteria. British Council appointments are contingent on thorough checks. In the UK, and where appropriate systems exist overseas, these include Criminal Records checks.
To apply please visit jobs.britishcouncil.org.
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