Administrative Assistant - Office and Project Administration

About the role

A full-time Administrative Assistant is needed in Lusaka, Zambia, to support office and project administration, accounts and human resources. The role covers daily office coordination, document handling, meeting preparation and support for technical teams, as well as basic accounts and HR tasks.

Key responsibilities

• Coordinate daily office operations, maintain supplies and equipment records and follow up on service and maintenance needs.
• Receive, record and route calls, emails, letters and courier deliveries, and respond to routine enquiries professionally.
• Maintain organised physical and electronic files for contracts, quotations, projects, clients, suppliers and general correspondence.
• Arrange meetings and appointments, prepare agendas and minutes, and track actions and deadlines for management.
• Prepare letters, reports, presentations and other documents, checking their accuracy and timely circulation.
• Support technical teams with project documentation, site correspondence and procurement requests, and follow up with suppliers and clients.
• Assist Accounts with preparing and filing invoices, receipts, purchase records and expense documents; track outstanding invoices and payment follow-ups, and refer financial queries to the Accounts team.
• Help assemble supporting documents for reconciliations, audits and management reporting.
• Update employee files, attendance and leave records, and assist with interview scheduling, onboarding and training arrangements.
• Handle personal, financial and commercial information discreetly and follow company approval and record-keeping procedures.

Required profile

• Diploma or degree in Business Administration, Office Management or a related field.
• At least one to two years of experience in an administrative role.
• Strong organisation, communication, record keeping and problem-solving skills.
• Integrity, attention to detail and the ability to work independently and with a team.

Required skills

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.