International NGO, Lusaka, Zambia

Responsible for overseeing and measuring efficient and effective implementation of departmental and cross departmental standards in day to day activities, in line with agreed annual conservation and office priorities. Experience in procurement planning, product selection, risk management, negotiating prices and terms of payment, competitive bid document formulation, bid review, contract formulation, and logistics management. Prior work experience in leading operations departments in large NGO's with knowledge and experience in all aspects of the procurement processes and logistics management, contract management.

Position Published
26 Sep 2019
Position Updated
26 Sep 2019
Applications Received
102 Applications
Talent Search
In Progress
Shortlist In Progress
10 Shortlisted
Interviews In Progress
2 Interviewed
Job Offer Pending
60% Complete
26 Sep
Applications Received
Search In Progress
Shortlist In Progress
Interviews In Progress
Job Offer Pending
102 Applications
10 Candidates Shortlisted
2 Candidates Interviewed
60% Complete
Job Specification
Reporting Structure
Reporting To
Country Director
Supervision Of
Operations Coordinator, Procurement Officer, Logistics Coordinator, Receptionist / Administrative Assistant, and co-manage the Grants and Contracts Coordinator, with the Fundraising and Grants Manager
Interacts With
Management, Employees
Job Description
Lead the setting and implementation of high standards of the program, front office and general administrative processes
Strengthen efficiency in the development and management workflow of all contracts: consultants and vendors
Lead on implementation of value for money activities across operations
Spearhead regular and timely two way communications of efficiency and compliance improvements and expectations
Lead by example and motivate staff to adopt an efficient culture
Plan and design the capacity and requirements of each new project and ensure all administrative aspects are in place before project commence
Maintain relationships with vendors and ensure procurement requirements are efficiently delivered as per staff and donor expectations on deadline.
Support staff understand compliance requirements and understand noncompliance implications
Spearhead planning and day to day implementation of measures to increase the efficiency in the office operations.
Participate in regular operations, Senior Management Team meetings and Zambia Country Office all staff meetings
Regular communication is through the Country Director and a broad range of communication (including negotiation) internally with the all staff, and externally with organizations clients/partners.
Objectives are set within well defined limits although some adaptation on day to day issues may be required.
Handling general queries, wide ranging internal and external.
Day to day problem solving at the office level.
Oversight on operational systems and procedures development/strengthening.
Provision of orienting to other staff on operational systems and procedures in the office and to ensure compliance
Manages own time to achieve departmental objectives and Key Performance indicators
Support and Monitor the implementation of Risk Management actions
Lead the implementation of risk management actions for Operational departments
Set service standards and ensure external partners are well serviced in line
Review and approve payments on behalf of the Country Director
Candidate Specification
8 years
Education Level
BA or equivalent, with courses relevant to business and accounts, finance, or economics; and a strong focus on business operations management.
Very strong proficiency in utilizing Microsoft Office programs (Excel, Word and PowerPoint) - complex spreadsheet application development skills a plus.
Knowledge Of
Knowledge of, and experience in using, inventory management systems and procedures
Skills To
Attention to detail, and ability to follow up. Team player, but with ability to work independently without close supervision
Ability To
Manage people effectively using good listening, motivation and communication skills
Thinks strategically and is proactive
International NGO
Gender Profile
Age Profile
Between 30 and 55 years of age
Terms And Conditions
Lusaka, Zambia
- in USD
Not Calculated
Currency conversions are provided only for comparative purposes.
Remuneration will be paid in ZMK.
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