SNV is a not-for profit International NGO which has provided
services in Zambia since 1965. SNV is looking for a dynamic and seasoned
management professional to fill the Office Manager position, starting from
January 2014.
Based in SNV's Lusaka Office, the Office Manager is a senior
management position that will work closely with the Country Director to ensure
timely and compliant implementation of Procurement and Contracts, Human
Resources, Administration and Logistics for SNV project operations across
the country. Until the organisation grows the Office Manager will be directly
responsible for implementation of some of the activities, such as Human
Resources and Representation, while managing staff, processes and procedures
for others, such as Administration, Logistics and Procurement. Please note that
this is a National, not an Expatriate, Staff post.
Main Tasks and Responsibilities of the Office Manager:
1. Human Resources
·Review and
maintain SNV Zambia personnel policies annually;
·In partnership
with programme staff, identify recruitment requirements for staff and
consultants, draft and place advertisements and supervise recruitment and
contracting process;
·Ensure
induction, orientation, annual performance review and exit procedures are
conducted for all staff as required;
·Issue and manage
staff and consultant contracts, renewals, extensions and maintain central
filing system for all personnel records;
·Support Country
Director to handle staff issues and disputes within the organization;
·Ensure accurate
and timely completion of timesheets; ensure tracking of leave and absences and
coordinate with Finance department to ensure accuracy of monthly payroll;
2.Procurement and
Contracts
Manage the Procurement, Grants and Contracts Officer to:
oReview
Procurement policies against best practice and revise and adjust as necessary;
oReview all SNV
donor contracts and ensure procurement activities are in line and compliant
with donor requirements;
oReduce risks for
SNV by reviewing Terms and Conditions for upcoming contracts;
oManage all SNV
sub-contracts and grants to ensure compliance, performance, accurate and timely
reporting;
oConduct all
procurement of goods and services in line with SNV and donor policies and
procedures;
oEnsure timely
completion of procurement;
oDraft and issue
all consultancy contracts; purchase orders, sub grants; maintain accurate and
complete procurement files;
3. Representation
·Government and
NGO liaison and networking to maintain relationships and ensure SNV is
operating in accordance with national requirements and in line with other
organizations;
·Tracking of
SNV's operational environment to ensure SNV remains flexible and proactively
responsive to change.
4. Administration
• Manage Admin team to ensure:
oStock management
of office stationery, supplies, office equipment and furniture;
oRegular office
and equipment maintenance and repair
oCoordination of
Logistics and Travel and IT requirements
oIT services
provision that meets staff needs and requirements
oMaintenance and
renewal of annual service contracts;
·Review office
performance and identify bottlenecks in systems and operations, report to
management and advise on resolution;
·Review and
update health and safety policies and ensure they are observed;
·Develop,
implement and manage new administrative systems, such as record management,
filing systems, intranet communication
5. Logistics
·Put systems in
place to ensure the coordination of all staff field travel and effective and
efficient vehicle use;
·Manage logistics
team to :
oEnsure records
are kept for all the cars and that vehicle log books are maintained;
oEnsure that
logistics staff track renewal of insurance and licenses;
oEnsure that
logistics staff monitor and track annual and regular car maintenance.
Ensuring that all SNV-owned vehicles are serviced on time.
Essential Competencies, Capabilities and Attributes:
The occupant of this post will have:
·A professional
approach to personal time planning and respect for deadlines;
·Excellent
written and oral communication skills in English;
·Excellent interpersonal
skills;
·Computer
literacy with high degree of proficiency and productivity;
·Ability to
manage a team.
Essential Qualifications and Experience:
·BA or Master's
Degree in a related field
·At least 5 years
in a senior administrative management position in Zambia
·At least 3 years
procurement and contracting, administrative or HR experience
·Previous
management work with an INGO is an advantage
Applications should be submitted by email, with the job
title clearly stated in the subject line of the email. Applications must
include a Cover Letter addressed to the Country Director; updated
detailed curriculum vitae indicating at least three traceable referees
with their email addresses and day time contact numbers; and a salary
history for the last three years.
Applications should be submitted to snvzambiajobs@qmail.com not later
than CoB on Monday 16th December, 2013. Only shortlisted candidates
will be contacted.
