ADMINISTRATIVE ASSISTANT (C3) x 1 – TEMPORAL (4 MONTHS)
COMMERCIAL DEPARTMENT (LUSAKA)

This position reports to the Commercial Director. The successful candidate will be responsible for coordinating and executing administrative activities for the Commercial department.

Key Responsibilities

• To ensure timely handling of payments by checking and processing invoices and claims for payment and recording them.
• Compiling and keeping records of stationery and office consumables procured and used in the department.
• Monitoring budgetary allocations against usage by the department as well as controlling and advising sections on consumption against usage budget and stock availability.
• Advising on the disposal of obsolete materials.
• Ensure administrative services are in place and implemented accordingly.
• To arrange travel, accommodation, meals, and allowances for staff in the department.
• To take minutes at Commercial team meetings.
• To supervise general housekeeping/ maintenance of buildings and surroundings.
• To consolidate weekly and monthly departmental reports by compiling information from all sections.
• To attend to all staff welfare by liaising and coordinating with relevant departments such as HR, SHERQ, Security, Finance, IT, etc.
• To be main point of contact for all repairs and maintenance at the depot – electricals, plumbing works, office furniture, outdoor surroundings and coordinate with procurement, Civils, SHERQ, to conduct the work requisitioned by staff at the depot.
• To manage leave plans by consolidating leave plans for the department and ensuring adherence to plans by staff.
• To liaise and advise the Company Stores on material orders from the department by raising orders for materials according to the approved budget, stating the quantity, type, and timelines when the item will be required and following through with stores until the required items are delivered to the respective users.
• To monitor requisition movements for materials to appropriate departments by receiving requisitions from sections and forwarding them to appropriate departments, keeping accurate record of all the contents and information carried on requisitions and comparing requests with budgets and advising user sections accordingly.
• Promote and adhere to Illovo’s procedures, policies, and guidelines, including, without limitation, those relating to SHERQ, Competition Law and Anti-Bribery and Corruption (ABC).

Minimum Requirements

• Grade 12 Certificate.
• Diploma in Business Administration/Marketing/Commerce. A bachelor’s degree will be an added advantage.
• Minimum of 3 years’ experience in marketing/sales/supply chain management.
• Must be computer literate with excellent Microsoft suite skills.
• Must possess the ability to plan, organize, solve problems, pay attention to details, and work effectively under pressure.
• Strong customer centric orientation; professionalism with good communication skills, and the ability to influence both internal functions and clients.
• Suitably qualified applicants must provide certificates which have been verified by the Zambia Qualifications Authority (ZAQA).

Should you be interested in applying for any of these roles, please submit your detailed CV, copies of relevant qualifications, registrations, and ID/Passport for the attention of HR Business Partner.