Role profile
Job title / Administrator
Programme / Technical Assistance Component of the Zambia Education Budget Support Programme / Directorate / British Council Zambia
Location / Lusaka / Payband / 4
Reports to / Programme Officer / Duration of job / 3 years
Purpose of job
Provision of administrative and financial support to implementation of programme activity.
The Administrator will liaise closely with technical, administrative and other support staff to undertake tasks related to logistics, general programme administration and finance in line with British Council standards and contract requirements.
Context and environment
The Technical Assistance component of the Education Sector Budget Support Programme in Zambia (ZESSTA) is a 3 year, £4.6m contract which is part of a broader Sector Budget Support programme aiming to support the Government of Zambia to improve the effectiveness of its spend in Education. The Technical Assistance component is intended to accompany SBS service delivery grants to strengthen financial, HR, data and results management systems. By targeting girl’s participation and improved performance at secondary levels, it is anticipated the programme can contribute to improved reproductive health, HIV/AIDS awareness, nutrition and livelihoods in general.
The initial priorities identified for the TA component are:
  • Assisting the MESVTEE to improve the education statistical data collection, analysis and dissemination
  • Supporting the MESVTEE to identify the barriers and bottlenecks for effective service delivery
  • Improving the research on key educational issues related to improve learning outcomes and performance
  • Improving the quality of leadership and management training down to school level
The post holder will be required to work between the programme administration unit and the Programme Office based in the MESVTEE, both based in Lusaka. Occasional travel may be required
Accountabilities
  • The Administrator will be responsible for a full range of administrative tasksrelated to programme delivery
  • Accountable for all office errands and logistics
  • Act as the main point of contact with BC IT colleaguesand must ensure that all IT and office equipment functions effectively
  • Accountable for ensuring that logistics and procurement support to ZESSTAteam is running smoothly
  • Knowledge management, record keeping and archiving

Responsibilities & Duties

General Office Administration

  • Screen and answer telephone calls politely and promptly. Sign for and distribute all mails and packages received.
  • Support the production and distribution of workshop and event amenities and materials
  • 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. Process requests for office supplies, telephone, scanner, copier, internet maintenance. Maintain stocks of standard office stationery and supplies.
  • Coordinate and supervise work by service staff
  • Reconcile and review fuel consumption (log books, fuel vouchers) and submit to the Finance Officer

Systems Support

  • Facilitate the appropriate access to IT and other systems for visitors and staff
  • Support the process of vendor set up, raise and goods receipt purchase orders in line with agreed standards and processes
  • Ensure that all IT equipment provided for the use of ZESSTAstaff is in good working condition and functions as expected
  • Act as the coordinator between ZESSTAstaff and corporate service departments (finance/IT)

Knowledge Management and Record Keeping

  • Ensure that a good filing structure is designed and implemented on the central G-drive
  • Upload and file all ZESSTAadministrative and financial documents on shared repositories and G drive as necessary

Financial administration:

  • Provide financial support to the Project officer and programme team members, including raising of purchase orders, getting quotes from suppliers and tracking payments.

Important relationships (internal and external)
Internal: Team Leader; Deputy Team Leader, Programme Director; BC Country Director Zambia; BC Country Finance Manager Zambia, BC Regional Finance Team
External: External relationship management linked to function of role; to include DFID and Ministry of Education representatives, consultants, suppliers and partners.
Other features or requirements
The job may involve periodic travel outside Lusaka (the programme will work across Zambia).
Please specify any passport/visa and/or nationality requirement. / Applicants need to have the existing right to work in Zambia or to be able to obtain a visa to do so
Please indicate if any security or legal checks are required for this role. / The job requires checks on medical and criminal antecedents.

Person specification

Essential / Desirable / Assessment stage
Behaviours / Connecting with Others
(Essential)
Working together
(Essential)
Making it happen
(Essential)
Being Accountable
(Essential)
Creating Shared Purpose- (Essential)
Shaping the Future (Essential) / Interview
Interview
Interview
Interview
Not assessed at interview, only in Performance Management
Skills and Knowledge / General Administration and management (level 3):
communication skills - written and verbal
planning and organizing
prioritizing
problem assessment and problem solving
information gathering and information monitoring
attention to detail and accuracy, flexibility
adaptability, customer service orientation
teamwork
Project and Contract management (level 3):
Development and delivery; monitoring, evaluating and reporting; Stakeholder development and delivery.
IT skills: Good competence with SAP, Microsoft Excel, Word and internet / Communication:Strong written and oral English communication skills / Shortlisting & Interview
Experience / Programme and Project Managementcomputer skills and knowledge of relevant software
Knowledge of operation of standard office equipment.
knowledge of clerical and administrative procedures and systems such as filing and record keeping
knowledge of principles and practices of basic office management / Experience in general administration and logistics. / Shortlisting & Interview
Qualifications / Diploma in Business Administration or its equivalent / University Degree / Shortlisting
Submitted by / Maria Cavanagh / Date / 20.04.2015

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