Solwezi Road
P O Box 11190
Chingola, Zambia

ADMINISTRATION DEPARTMENT

JOB DESCRIPTION

Administration Officer at Chimfunshi Wildlife Orphanage Trust (CWOT)

Employer: Chimfunshi Wildlife Orphanage Trust
Location: Chimfunshi, Solwezi Road, Chingola, Zambia
Function: Administration Officer
Preferred Hours: 6 days/week
Salary: TBD
Benefit in kind: The Company is providing accommodation at Chimfunshi, water from boreholes, electricity from solar panels.

Role:
As an Administration Officer you will play a pivotal role in ensuring the smooth functioning of the organization by handling various administrative tasks. Your key responsibilities often include managing office supplies, coordinating schedules, maintaining records and assisting with human resources tasks such as recruitment and onboarding. Additionally, you may be involved liaising with external vendors.

Supervisors: Finance Manager, Executive Director
Key Relationship: Hospitality Manager, Finance and Administration Officer
Time commitment: 3 years, to start as soon as possible (6-month probation)

Chimfunshi Wildlife Orphanage Trust:

Chimfunshi Wildlife Orphanage Trust in Zambia is a unique sanctuary and thriving ecosystem for conservation and community care. One of the largest chimpanzee sanctuaries in the world, it covers thousands of hectares of Miombo forest and wetlands, providing a haven for rescued chimpanzees and other wildlife.

Established in the early 1980s, Chimfunshi supports several hundred people by providing exceptional animal care and improving the livelihoods of staff through employment and training. This holistic approach makes Chimfunshi a model for sustainable coexistence and conservation, and fosters positive change in the surrounding community.

Duties and Responsibilities

1. Front Office & Visitor Management

• Welcome visitors, issue receipts, and direct them appropriately

• Handle incoming calls and email enquiries in a courteous and professional manner

• Coordinate with hospitality for bookings for visits, overnight stays, and activities

• Support gift shop operations

• Respond promptly to visitor enquiries and complaints

2. Office Administration & Coordination

• Manage office supplies and place orders when required

• Organize in-house and external events

• Arrange travel and accommodation as needed

• Distribute and manage correspondence (letters, emails, packages)

• Prepare reports and presentations as assigned

• Ensure smooth communication between Chimfunshi and the Chingola office

• Operate and maintain office equipment (printers, copiers, etc.)

• Update and maintain office policies

3. Records & Document Management

• Maintain and update company databases

• Organize and maintain filing systems for important and confidential documents

• Ensure confidentiality and security of files and records

• Print and manage administrative documents (leave forms, requisitions, pay-in/out forms, etc.)

• Ensure all finance and administrative documents are properly filed

4. Human Resources & Administrative Support

• Maintain employee records, attendance registers, and leave management systems

• Support contract preparation and maintain employment records

• Serve as a point of contact for employees regarding administrative procedures

5. Finance & Accounting Support

• Support the finance officer with daily cash flow and daily cash statements

• Support payroll preparation

• Support statutory compliance (tax filings, NAPSA, NHIMA, etc.)

• Assist with drafting finance-related correspondence

6. General Responsibilities

• Coordinate internal communications and ensure staff are informed of relevant updates

• Carry out any other duties as required by management

Qualifications

• A full Grade 12 school certificate

• Degree or diploma in administration

• Minimum of 2 years of experience

• Must have good  communication skills in English and Bemba

• Must know how to use the Microsoft Office Pack and Outlook

• Additional courses in business management and finance are an added advantage

Other Qualifications:

• Excellent documentation skills

• Good office equipment knowledge (printer, hard drives, laminator, etc.)

• Good communication skills

• Alert and attentive to details

• Must demonstrate a high level of maturity

Candidates who meet the above-stated requirements are invited to submit their CVs and a cover letter with their background, plus 2 referees.

Applications are to be addressed to:
Executive Director: [email protected]
Financial Manager: [email protected]

Deadline: 06/03/2026