Operations Assistant

Purpose of the Role.

The position holder will support administrative and operational activities for the CABI Zambia centre to ensure the efficient and effective delivery of services.

What You’ll do

Administrative & Operational Support

• Manage front office operations, ensuring a professional appearance and positive representation of CABI.
• Oversee administrative functions to support smooth daily operations.
• Provide day-to-day operational support to staff, including personnel from hosted institutions.
• Supervise office cleanliness and coordinate weekly and quarterly cleaning schedules.
• Manage all CABI Southern Africa facilities, including office premises, laboratory facilities, and the Chalimbana field site.
• Identify, report, and coordinate routine maintenance and major repairs with the landlord as required.
• Monitor, restock, and manage office supplies within approved budgets, ensuring efficient use of resources.
• Coordinate and manage office-related errands as necessary.

Asset Management

• Maintain and regularly update the center’s Asset Register.
• Ensure all assets are appropriately tagged and insured.
• Manage asset disposal with timely reports.
• Oversee security services to ensure premises are wellguarded and the alarm system is functioning properly.
• Timely reporting of Centre’s asset needs for timely budget planning.
• Management of the CABI fleet, ensuring service records, recovery reporting is done).

Procurement Support

• Responsible for procurement processes for the centre in line with Operations and Project Plans. Act as a member of the Procurement secretariat for CABI in Africa.
• Maintain the supplier registration and inventory
• Effectively cultivate, maintain and manage relationships with service providers.
• Negotiate and uphold service level agreements, fostering strong business partnerships with suppliers for mutual benefit.

Protocol

• Work closely with the Ministry of Foreign Affairs & International Cooperation & Home Affairs (i.e. Immigration Department) in processing diplomatic IDs, work permits, and visas.
• Work closely with the Ministry of Agriculture in processing import permits.
• Provide high level administrative support to the Regional Director including but not limited to securing appointments and meetings with government officials, international organizations, and the private sector.

Business Continuity Planning

• Collaborate with the Operations Team Lead to support Business Continuity Planning for the Centre.
• Update the Centre’s Risk Register on a timely basis
• Ensure health and safety standards in the workplace are adhered to and that CABI properties meet all required standards

Project Support

• Coordinate meetings, workshops, and conferences.
• Process payments for workshop venues, vehicle hires, and other related expenses.
• Disburse Daily Subsistence Allowances (DSAs) to workshop participants.

ABOUT YOU:

• Bachelor’s degree in business administration, Operations Management or a related field.
• Minimum 5 years of relevant experience in administration or operations in a similar role.
• Any project management, financial and project/protocol management qualification, skills or experience will be an added advantage.

Personal Characteristics

• Self-motivated, adaptable, well-organized, and able to work with minimal supervision
• Well-organised and agile, with a strong focus on work planning, task execution, and reporting across various functions
• Detail-oriented, with emphasis on accuracy and quality
• Flexible and adaptable to changing priorities
• Creative and innovative in carrying out assigned duties
• Demonstrates unquestionable integrity
• Strong capacity to build effective relationships with programme stakeholders
• Ability to work effectively with people from diverse nationalities

Knowledge & Skills

• Excellent organization and time-management skills.
• Attention to detail and accuracy.
• Strong interpersonal and communication skills.
• Effective problem-solving skills.
• Proficient in Microsoft Office Suite

ROLE DETAILS:

Grade: HAY Band 2
Reporting to: Operations Officer
Direct reports: None
Key peer group: Administrative Assistants