Adminsitrative Officer Solar Industry Association of Zambia

The Solar Industry Association Zambia (SIAZ) promotes the wide-scale use of solar energy in Zambia, both on-grid and off-grid. The main objectives of the Association are to:

• disseminate knowledge and information pertaining to the financing, legal parameters, development and application of solar energy in Zambia,
• foster high standards of practice with design, manufacture, installation, usage, marketing and maintenance of solar systems, and
• cultivate the highest ideals and ethics in all business and professional dealings within the solar industry in Zambia.

SIAZ further promotes the interests of the Solar Industry in Zambia. It secures to the Members of the Association the advantages of unanimity of action by providing a coordinated voice for the Members of the Association.

SIAZ is therefore looking for an Administrative Officer.

Administrative officer

A. Main tasks and responsibilities

1) Operate the SIAZ Secretariat

• Ensure operations adhere to policies and regulations • Guiding the organization’s activities
• Manage schedules and deadlines
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Assess association performance and provide guidance to Board to ensure maximum efficiency
• Strengthening and maintaining an excellent working relationship between the Solar Industry Association of Zambia and its members, other solar companies
• Developing and maintaining communication materials, such as brochures and flyers
• Managing SIAZ finances in a transparent way, regularly reporting on expenses

2) Administration:

• Monitor costs and expenses to assist in budget preparation
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Drafting articles for newsletters and webpages, as well as drafting content for social media, especially Facebook
• Supporting communication with partners (e.g. drafting letters and invitations, press statements, compilation of bi-annual reports, etc.)
• Preparing and organising events, such as conferences, project visits by official delegations, presentations of project successes to cooperating partners and/or commissioning parties, etc

3) Support to strategic development:

• Identifying opportunities to improve a business’ policies or objectives
• Preparing and reviewing operational reports and organisational needs
• Keep abreast with all organizational changes and business developments
• Coordinating with GIZ and SAEP as well all other cooperating partners during any project processes that SAIZ has agreed to
• Supporting the Solar Industry Association of Zambia in its strategic growth and capacity development processes
• Conceptualising and implementing awareness campaigns around decentralised solar energy (quality standards, benefits, productive usage, etc through the website) and social media channels)

B. Required qualifications, competences and experience

Qualifications

Minimum of a bachelor’s degree in Communications, Marketing, Business, Accounting or a related discipline; a master’s degree in a relevant field is an added advantage

Professional experience

• At least 2 year work experience in industry associations, business associations, private sector companies or NGOs
• Experience in office administration
• Experience managing multiple clients/members of an organisation at once
• Demonstrable skills in book-keeping and accountancy
• Demonstrable writing and presentation skills for proposal writing
• Experience in creating content for different target audiences and for social media
• Excellent working knowledge in Microsoft Word, Excel, PowerPoint
• Membership /client management experience is an added advantage
• Additional work experience through internships or projects done under self- employment is an added advantage
• Experience in working within the solar industry, renewable energy and strategic development is an added advantage

Other knowledge, additional competences

• Must possess excellent writing skills and be able to compose engaging and accurate content
• Must be a strong communicator who works well in a team
• Excellent time management skills and the ability to manage multiple tasks simultaneously
• Strong interpersonal skills including possessing a high level of diplomacy
• Must possess strong analytical skills
• Event planning abilities
• Must be willing to learn new tools and software quickly
• Fluency in English, both written and oral
• Fluency in Nyanja, both written and oral, are an added advantage
• Must be willing to travel within Zambia