The International Institute of Tropical Agriculture (IITA) is a non-profit institution that generates agricultural innovations to meet Africa’s most pressing challenges of hunger, malnutrition, poverty, and natural resource degradation. Working with various partners across sub-Saharan Africa, we improve livelihoods, enhance food and nutrition security, increase employment, and preserve natural resource integrity. IITA is a member of CGIAR, a global agriculture research partnership for a food secure future. For more information, please visit http://www.iita.org/

IITA is inviting applications from fully qualified Zambian national to fill the position of Station Administrator at Lusaka Station.

Job Responsibilities

The Station Administrator is responsible for ensuring efficient and effective operation of the station’s administrative functions. Reporting to both the Hub Administrator and the Hub Director at IITA Southern Africa Hub, the position shall foster strong professional relationships with the IITA DDG-Corporate Services office and other support services units at Headquarters.

• Provide leadership in the administration of the Station, including supervision of all support service staff responsible for human resources, IT, travel services /protocol, procurement, stores and shipping, general operations, facilities management, fleet management, safety and security.
• Implement IITA policies and procedures and ensure compliance with the Government of Zambia laws and regulations while providing guidance and advisory support to staff on such matters.
• Recommend and implement approved systems and procedures to improve the efficiency and effectiveness of the administrative functions
• Liaising with Government agencies as may be requested from time to time by the Hub Director, and acting as direct contact with local authorities in the country in connection with IITA's operations.
• Oversee protocol and other matters that require liaison with the Government.
• Coordinate the administration of agreements undertaken with hosted institutions and partners and liaise with the legal unit at HQ on renewals.
• Prepare, manage and monitor the station's admin, operating and capital budgets.
• Manage the station's cost recovery system, including periodic review of the station’s service rates
• Oversee all personnel-related matters, including recruitment, compensation, welfare, medical and accident insurance, labour relations with the Government, and staff welfare, among others.
• Liaise with appropriate support service unit heads at HQ to arrange services for the station as may be required.
• Oversee general administration and housekeeping at the station premises and facilities and ensure a conducive working environment in line with health and safety standards at the workplace
• Oversee security operations to ensure safe custody of staff and assets at the station, as well as operationalization of the station’s security and evacuation plans
• Oversee implementation of recommendations made by the risk management committee
• Oversee the station supply chain operations, ensuring effectiveness and efficiency in the procurement system, and delivery of goods and services, as well as management of the station's supplier portfolio.
• Ensure that the stations, travel services, and fleet are effectively managed
• Maintain an effective electronic and manual filing system of records on administrative functions and services.
• Coordinate monthly staff meetings and events to promote team spirit and staff interactions
• Promote accountability in the workplace amongst all direct reports through coaching and counselling
• Any other duties as assigned by the supervisors.

Requirements

• Master’s degree in business administration, management, or other related field.
• At least 7 years of progressive, responsible, professional-level administrative experience in international organisations.
• High proficiency with MS Office. Working experience with ERPs such as Oracle is an added advantage.
• Considerable knowledge of the laws and regulations governing employment in Zambia.
• Extensive relatable experience in supervising administrative work, including liaison with government agencies and coordinating protocol matters, among others.

      Skills and Abilities:

• Excellent verbal and written communication skills.
• Excellent team building and employee development skills
• Strong organisation and time management skills
• Ability to multitask and meet deadlines required
• Be organised, proactive, committed and service-minded
• Ability to prioritise workload, use initiative and work independently
• Capacity to engage constructively and respectfully with individuals of diverse cultural and socioeconomic backgrounds, abilities, and gender

Benefits