Background

The “Facilitating Inclusive, Resilient and Sustainable Trade” (FIRST) project aims to improve economic growth in Sub-Saharan Africa that is inclusive, environmentally sustainable, and empowers women, youth, people with disabilities and/or other vulnerable and marginalized groups by implementing a series of interrelated interventions which support the Ministries of Trade and Commerce in DRC, Mozambique and Zambia, trade-related institutions and MSMEs (particularly women Small Scale Cross Border Traders (SSCBTs) and MSMEs led by women and marginalized groups). FIRST will work with the Ministries of Trade and Commerce and trade-related institutions to ensure an inclusive approach to the development and implementation of trade and investment policies.

Description of the Position

Reporting to the Finance and Operations Manager (FOM), the primary duty of the Administration & Logistics Officer (ALO) will be to provide on-the-ground administrative, logistical, and project implementation support, as needed. The ALO will work closely with the FOM and Team Leader (TL) to ensure that FIRST is implemented with sound administrative principles in line with Global affairs Canada’s procedures. Key responsibilities will be to provide administrative support for efficient operation of the office including support towards Project training, workshop events and support day-to-day operations of the FIRST Project Office, as well as some adhoc logistical support (driving) in Lusaka.

Key responsibilities

Reports and Communication

• Assist the team by providing logistic support to media releases, briefings, communications activities and other Project promotion events.
• Set up and maintain the FIRST Project Sharepoint site.
• Assist Project team members with correspondence and filing.
• Format, design and prepare documents for printing and copying, upon final approval of the TL/FOM.
• Keep all reports filed systematically in both electronic and hardcopy formats.
• Any other related task.

Coordination and Logistic arrangements

• Ensure all project administrative activities are coordinated effectively.
• Support and organize the logistic arrangements for HQ-based staff, and others supporting the Project, who will travel to Lusaka, ensuring they receive pre-travel updates and guidance while in-county.
• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events.
• Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits.
• Provide administrative support to team members.
• Assist in solicitation process for the project, this includes but not limited to, request for price offers, price analysis, opening bids and drafting the memorandum for selection.
• Review supplier contracts for terms and conditions.
• Maintain office supplies inventory.
• Ensure timely delivery of goods and services.
• Ensure the preparation and submission of office and petty cash reimbursement clams, financial reports and expense forecasts are submitted according to deadlines set by FOM.
• Coordinate the timely submission of timesheets by all employees and consultants
• Support the preparation and submission of brief monthly activity reports summarizing key activities undertaken, implementation issues/challenges, and planned key activities for the coming month.
• Any other related task.

Scheduling and Meetings

• Support TL in preparing for meetings, receiving delegations, and other important events
• Coordinate meeting arrangements, booking meeting rooms and keeping management/staff calendars updated;
• Track staff travel and leave plans and records to ensure all staff members are kept informed of team location and availability;
• Schedule and coordinate vehicles and drivers.
• Record and prepare minutes from staff meetings
• Any other related task.

Job Requirements

Education:

• A bachelor’s degree or equivalent in social sciences, business administration or any other relevant field.

Minimum Experience:

• Minimum 3 years of relevant administrative experience.
• Experience working on donor-funded projects (ie. Global Affairs Canada) would be an asset
• Minimum 2 years driving experience
• Strong experience coordinating and managing logistics, schedules and travels
• Experience managing Petty Cash

Key Abilities:

• Good oral and written communication skills in English
• Familiarity with donor institutions and the international development sector would be an advantage.
• Ability to effectively prioritize multiple tasks within a group environment
• Helpfulness / positive attitude / diplomacy;
• Ability to analyze, plan and develop appropriate responses to complex situations and highly developed problem-solving skills.
• Strong computer skills including MS Office (Word, Excel, PPT, Outlook, and Share Point)