Job Details

Reporting to the Corporate Services Manager, this post will include, but not be restricted to, the following duties and responsibilities:

Office Support and Compliance (35%)

• Lead on the provision of administration activities to support the mission.
• Supervising and monitoring the work of administrative staff and managing the administration activities of the Office Management team, including organising meetings and meeting facilities.
• Manage the Office Management budget, ensuring accurate, realistic, and timely budget forecasting and monitoring of spend against submitted forecasts.
• Monitoring office and stationery supplies and overseeing the replenishment as required.
• Coordinate the Information Management function at the mission, working with respective teams and ITSO to ensure data is stored securely, promoting compliance by increasing awareness on information management learning and practices.
• Effectively coordinate all corporate returns such as the CS contribution to the annual Management Assurance Process return and 1HMG change requests through engagement with the CS teams and ensuring responses are provided within set deadlines.
• Oversee the maintenance of the BHC Lusaka organogram, phone list, call tree list and other information sources, ensuring that these are constantly updated and shared to the wider office monthly.
• Provide support to the business continuity and crisis management plans as required.
• Undertaking other duties as assigned and agreed by the Corporate Services Manager.

Line Management (25%)

• Supervise and manage the Office management staff i.e. IT Support Officer, Administration Officer/Receptionist and Office Assistant; ensuring that the three staff have clearly defined, challenging performance and development goals to strengthen their capacity to effectively deliver the Business support functions assigned to them. Coaching and Mentoring

Procurement and Contract Management (25%)

• Oversee the Procurement and Contract Management functions under Office Management ensuring that all processes adhere to the procurement and contract management guidelines in the BHC Procurement Manual.
• Effective management of all contracts held by the office management team; planning and executing activities which adhere to the Contract Management principles, making sure Key Performance Indicators (KPIs) are clear and used as the metric to inform the agenda for all contract performance management meetings.
• Facilitate the efficient running of the local staff pension and Provident Fund scheme and act as key liaison and Contract Manager.
• Actively assist staff welfare and medical support, manage tenders and payments and act as key liaison and contract manager for medical service providers. Ensuring all staff are informed about their medical insurance benefits and service providers applicable to the scheme, getting feedback on the services and managing the contract effectively.

HR Management (15%)

• Collaborating with the HR Hub in Pretoria, provide HR management support and guidance to the office, offering advisory services to all corporate committees on improving engagement and delivery on People issues.
• Ensure HR planning requests i.e. workforce planning or related requests are completed accurately.
• Oversee recruitment and induction processes at post, supporting hiring managers during the recruitment process e.g.  Post adverts locally, set up interview facilities, and maintaining personal records; ensuring a standardised approach to induction for new staff i.e. all new joiners have an induction programme, induction pack and that an induction checklist is signed off to complete the process.
• Coordinate the on-boarding processes for new CBS and UKBS, working with the Line Manager, CLO, IT Support Officer and Security Manager).
• Collate monthly in-year performance award nominations as submitted by team leaders for approval by the DHM(Ops) ensuring letters and vouchers are in place.
• Periodically lead the updating of the local staff TACOS handbook in collaboration with the HR Hub in Pretoria, Legal Advisor, and CBS ExCo making sure that key policy changes in the local employment laws are reflected.
• Ensure up to date details of incoming and departing UK-Based staff are provided in advance of the Post Housing Committee to ensure the Estates Team/CS can cater for new arrivals and departures as per 1HMG Service Level Agreements.