Job Details

Job Description

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 [email protected]

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