Secretary/Office Manager – Zambia GreenCo Power Services Ltd

Disclaimer: This job application is exclusively open to individuals who are residents of Zambia or possess a valid work permit allowing them to work in Zambia. Applications from candidates who do not meet these criteria will not be considered.

Sector: Energy

Location: GreenCo Offices – Woodlands, Lusaka

A. About GreenCo Power Services Limited (GreenCo)

GreenCo’s vision is to lead innovation and sustainably transform renewable energy markets.

• An innovative business model with sector changing potential.
• Focused on creating impact through innovative business solutions in the energy sector.
• Agile start-up culture with a focus on individual responsibility and personal impact.

GreenCo acts as an intermediary offtaker and service provider, purchasing power from renewable IPPs and selling that electricity to utilities and private sector offtakers (i.e. commercial and industrial users) and markets of the SAPP. GreenCo will mitigate the risk of purchaser default through an ability to secure alternative buyers or through short-term trading on the SAPP electricity markets. Through its participation in competitive power markets, GreenCo will promote cross-border power transactions and a more dynamic and liquid short-term power market. Through its activities, GreenCo will increase the supply of, and demand for, finance for energy projects, and mobilise private sector capital more quickly towards critical and transformative capacity addition.

B. The Role in Context

Overview

The Secretary/Office Manager will serve as the core operational hub for our office, ensuring efficient and smooth day-to-day operations. This role encompasses a wide range of responsibilities, from office maintenance and supplies management to organizing meetings and supporting the team administratively. The successful candidate will be proactive, detail-oriented, and adept at multitasking, with a strong ability to coordinate various tasks effectively.

Key Deliverables

• Coordinate and manage all aspects of office operations, including maintenance, mailing, supplies, equipment, and repairs.
• Schedule and organize meetings, appointments, and office events with stakeholders and government entities, including managing logistics for boardroom and meeting room bookings.
• Oversee office layout, order stationery and equipment, and ensure the office environment is maintained to high standards.
• Liaise with HR to update office policies, organize files, and assist in the onboarding process for new hires.
• Manage negotiations with vendors and service providers, ensuring cost-effective contracts.
• Handle mail and package deliveries, including the coordination of outgoing mail.
• Address employee queries regarding office management issues and liaise with facility management vendors (cleaning, catering, security).
• Plan and organize in-house or off-site activities, ensuring the office operates smoothly and efficiently.
• Manage inventory of office supplies and ensure compliance with budget constraints.
• Perform receptionist duties, greet visitors, and manage incoming and outgoing communications.
• Develop and implement office policies and procedures to improve efficiency.
• Assist with travel arrangements (flights, hotels) and organize logistics for office visits, including transportation and meals.
• Identify opportunities for process improvements and implement new systems to enhance office management.
• Provide administrative support as needed, including scheduling, research, and report creation.

C. Qualifications and Requirements

Secretary/Office Manager requirements and skills:

• Proven experience in an Office Manager, Front Office Manager, or similar administrative role.
• Strong knowledge of office administration responsibilities, systems, and procedures.
• Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
• Experience with email scheduling tools and virtual meeting platforms (MS Teams, Zoom).
• Experience with managing budgets and record keeping.
• Excellent time management, multitasking, and prioritization skills.
• Keen attention to detail with strong problem-solving abilities.
• Exceptional written and verbal communication skills.
• Strong organizational skills, capable of working in a fast-paced environment.
• A creative thinker with the ability to suggest and implement improvements.

Education & Experience Requirements:

• Diploma or Bachelor’s degree in any related field
• Minimum 2 years’ experience in a Secretary/Office Manager role

D. Time Commitment

This is a full-time role based primarily in GreenCo Power Services headquarters in Lusaka and whilst the normal working week is 40 hours, it is expected that the ideal candidate will be prepared to work flexibly to fulfil the objectives of the business.

E. Conflict of Interest

Potential conflicts of interest must be declared and discussed prior to this appointment.