Administration and Operations Manager Living Water International Zambia Chipata Office

Living Water International (LWI)

Living Water International (LWI) is a global Non-Governmental Organization that exists to demonstrate the love of God by helping communities acquire desperately needed clean water, and experience “living water” (the gospel of Jesus Christ) which alone satisfies the deepest thirst. Living Water provides safe drinking water, Christian Witness, Sanitation and Hygiene Education to communities across Africa. A vacancy exists in the Zambia Country Office for the position of Administration and Operations Manager to be based in Lusaka:

Reporting to: COUNTRY DIRECTOR

PURPOSE OF THE POSITION

As the Administration and Operations Manager, you will report to the Country Director and oversee the following areas: Logistics, transportation, procurement, and office building and utilities management for the Living Water International (LWI) Zambia Country Office. You will ensure that general services are provided efficiently and effectively; that transport and fleet management systems are well-maintained and operated; that LWI offices are clean, safe, and conducive to work; that leases and contracts are managed properly; and that security and safety measures are in place for staff, travellers, and properties under your supervision.

Key Responsibilities

Procurement Management

• Develops and implements procurement plans for the office and projects in accordance with LWI and national policies and regulations.
• Procures goods and services in a transparent and accountable manner, ensuring value for money for the organization and justifiable use of donor funds.
• Maintains a robust procurement system that tracks the tendering processes, evaluation, contract appraisal and negotiation, contract and contractor management, and payment conditions.
• Prepares bid documents, such as invitations to bid, tender documents, requests for proposals, and contract/purchase orders, using the organization’s policies, procedures, and formats.
• Updates and manages a list of preferred vendors of existing and potential suppliers, as well as dependable suppliers, on a regular basis.

Logistics and Fleet Management:

• Provides efficient and reliable transport services for LWI activities across the country.
• Revises and updates the Transport and Fleet Management Policy regularly, ensuring compliance from all offices.
• Reports vehicle status, both rental and own, on a timely basis, ensuring optimal operation and service at all times.
• Manages cost-effective maintenance of the LWI fleet of vehicles and submits accurate and timely transport reports and recommendations to country leadership
• Renews vehicle insurance and road licenses for LWI vehicles before expiration.
• Receives and analyzes mileage and vehicle running costs for all LWIZ vehicles monthly, ensuring they are operating efficiently and effectively.
• Takes appropriate actions as needed.

Warehouse and Fixed Asset Management:

• Verify the quality and quantity of incoming goods and prepare GRNs promptly.
• Store goods in an organized, safe, and secure manner and protect the storehouse from damage or theft.
• Maintain proper store management documentation and ensure consistency across all country offices.
• Tag LWI properties with Fixed Assets labels and conduct periodic counts and reconciliations with the master list.
• Produce regular stock reports and reconciliations.
• Follow health and safety procedures at the store.

General Service and Office Administration:

• Oversee all administrative functions and activities for the Zambia Country Program.
• Manage LWI resources and equipment, including machines, buildings, and furniture, and ensure they are in good order, insured and adequate for the country program.
• Maintain basic security standards for all offices and accommodations, such as fire prevention, first aid kits, and evacuation procedures.
• Provide logistical support to workshops, meetings, and visiting delegations as requested by the event coordinators.
• Plan travel, including flights, accommodation and ground transportation for any international visitors visiting the country and any local staff travelling within or outside the country.
• Pay utilities such as water, electricity, and telephone bills on time and ensure their availability.
• Keep the office clean at all times.
• Dispose of old and nonfunctional assets in a timely manner.
• Follow up shipments including payments and ensure all parcels coming through courier have been collected and recorded in the stores books.
• Supervise the central filing system and keep all contracts, agreements, and vehicle documents under lock and key and confidential
• Review and negotiate lease agreements for offices and liaise with the office lawyer on various legal issues.
• Review and update the LWI Security Management Plans for the country regularly in accordance with the LWI schedule and ensure compliance by all staff.
• Conduct logistics, administrative, and security assessments for all new projects and establish systems for new locations and interventions.
• Management of all statutory returns including registration requirements.
• Liaise with external stakeholders and promote the office image.

Team Leadership:

• Assess the training needs of LWI staff in supply management, office management, warehousing, and fleet management.
• Coordinate with the Human Resources Manager and Finance to organize relevant training programs.
• Provide direct supervision to the Procurement Officer, Logistics Officer, and Admin Assistant and indirect supervision to the Drivers, Office Assistants, and stores personnel.
• Carry out other duties as assigned by the supervisor.

Education/Experience

• Bachelor’s Degree or international equivalent in BA/MA Degree in Business Management/Supplies Management/Public Administration or Related Field.
• Minimum 10 years’ experience and 5 years’ proven experience as Administration and Operations Manager preferably in an NGO setting.
• Excellent oral and written communication, troubleshooting, responsiveness, and customer service skills, including excellent orgnizational skills.
• Drivers license required to drive to locations.
• Technology proficiency with Sharepoint, Microsoft Teams, Word, Excel, Power Point. A plus, for Power BI, AutoCAD, Microsoft Project
• Preferred: Project Management and Construction Management skills, Cherwell ticket system
• Experience with working with contractors.
• A member of a professional body like ZIPS, and or CIPS, with a valid practicing license, a must.

Competencies and Other Skills

• MUST be a committed Christian with personal relationship with Christ Jesus.

Applied Knowledge & Skills:

• Comprehensive knowledge of administrative procedures and office practices.
• Excellent oral and written communication skills. Build strong relationships with management, employees, vendors, and affiliates
• Strong critical thinking and problem-solving skills.
• Demonstrated project and technical leadership skills.
• Ability to influence, motivate and negotiate to ensure safety standards are being met.
• Demonstrated knowledge and understanding of donor regulations and compliance issues related to procurement and management of donor funds.
• Conceptual working and thinking level with not less than ten years of experience in Operations and administration.

Problem Solving & Impact:

• Works on problems of diverse scope that requires analysis and evaluation of identifiable factors.
• Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.
• Decisions made generally affect specific functional areas with cost and failure to achieve short term goals of the company.

Supervision

• Manages staff to meet departmental and organizational goals.
• Accounts for the budget, methods, and training of staff to achieve results.
• Develops and recommends solutions to meet internal and external needs of the company and department.
• Ability to work with minimum supervision.