Administrative Officer

Job offer position

Administrative officer: full time position

Job start: as soon as possible
Reporting to the Director.

MAIN DUTIES AND RESPONSIBILITIES

1/ Administration and Secretarial

Provide office support services (mail pick-up and delivery; maintain the general filing system to facilitate the search of documents)
Receive phone calls (Mobile and Landline), emails, enquiries, correspondence and handling them when appropriate or direct to the relevant staff and stakeholders.
Provide exact answers on social media platforms respecting the standards and intern protocols.
Receive and attend to incoming public in an efficient manner (orientation, information, sales) according to the established protocols.
Organize with pedagogical and accounting departments, the registration forms of tuitions and membership.
Organize resources and manage logistics in preparation for exams (Printing exam papers, classroom allocation etc.)
Receive and send updated information (administrative and pedagogical) to the teachers.
Intermediary use of HANAF (courses management software).
Coordinate the delivery of international certifications (i.e. DELF-DALF exams) once received.
Be conversant with general offers and events/ cultural activities of Alliance Française (marketing campaigns, agreements, cultural and pedagogical programming) and constantly update the information.
Initiate the membership sale while welcoming the public.
Communications on a regular basis with Zambian schools to promote Alliance Française academic offers (i.e. DELF-DALF exams).
Communications with students, partners and other institutions under the supervision of the Director/Courses Director.
Write various attestations and other documents requested by the Director, as well as filing the documents issued and received.
Issue receipts for all monies received (cash, cheques and POS) and hand over to Accounts.
Manage the petty cash daily and report daily sales of the day (cash, cheques, POS) to the Accounting department and Director.
Design and produce documents relating to Board Meetings and General Assemblies
(Agenda, Summons etc.)
Any other tasks as the Director may assign.

2/ Institutional services

Update the database to ensure a good communication by SMS and email.
Maintain list of partners, suppliers by registering and classifying their quotes and invoices in coordination with the Accountant.
Monitor the daily work of security, maintenance and cleaning staff under the supervision of the Director(s).
Participate in training, team workshops and French courses.

3/ Secondary services

Oversee procurement of office supplies as well as monitoring of stocks (stationary, water, medical box, events’ equipment etc.).
Be acquainted with the emergency protocol.
Organize and oversee any activities that are assigned by the management (logistical organization, cocktails orders, birthday celebrations).
Comply with all the guidelines, principles and provisions established both in the Occupational Health and Safety Regulations and in the Internal Labor Regulations.

QUALIFICATION/REQUIREMENTS

University degree in social sciences/business is an advantage
Fluency in both French and English (B2 minimum)
Experience in education is an advantage

KEY COMPETENCIES

Good/excellent communication and presentation skills
Strong interpersonal skills
Willingness to work flexible hours, including evenings, weekends, and holidays, as needed.
Must be reliable, punctual, and trustworthy.
Ability to establish work priorities
Ability to use initiative and good judgement in accomplishing tasks
Time management

Interested candidates who meet the minimum qualifications should apply to the

Director – Alliance Française of Lusaka
Alick Nkhata Avenue
Longacres
Lusaka, Zambia

Online submissions can be made to directionaflusaka@gmail.com

The deadline for submission of applications is 1st October, 2024.