ADMINISTRATIVE ASSISSTANT

Administrative Assistant Jobs in Lusaka – Carbon Lotus Resource Partners

Carbon Lotus Resource Partners is seeking a dedicated Administrative Assistant for a full-time position based in Lusaka, Zambia. This role offers a dynamic opportunity for candidates interested in administrative assistant jobs in Lusaka, combining office management, procurement, HR, and finance support within a professional environment.

Position Overview and Key Responsibilities

The successful candidate will play a pivotal role in ensuring efficient administrative coordination and operational support across the company. Responsibilities include:

• Administrative Coordination: Manage correspondence, route inquiries, schedule appointments, maintain calendars, and organise meetings, including room bookings, agendas, and minute-taking.
• Records and Reporting: Maintain accurate physical and digital filing systems, update databases, compile operational data, and prepare reports for management review.
• Office and Facility Support: Monitor office supplies, place orders, track expenses, coordinate with vendors and service providers, and maintain a safe and organised workplace compliant with company policies.
• Finance and Payments: Process invoices, reconcile payments, manage petty cash documentation, maintain the Cash Journal, and submit records for regular verification.
• Budget Assistance: Support annual operating budget estimates, monitor budget execution, assist with mid-year reviews, and document any non-compliant expenditures or procurement exceptions.
• HR Administration: Coordinate onboarding, workspace setup, equipment allocation, and maintain accurate personnel records in the HR HUB, including leave entitlements, public holidays, recruitment, and departures.
• Payroll and Benefits Support: Provide timely and accurate payroll data to Finance, including salaries, social security contributions, medical expenditures, and entitlements in line with regulations.

Procurement and Contract Management Responsibilities

• Manage tender and bid procurement processes from initiation to submission, ensuring compliance with relevant procedures.
• Monitor tender and contract renewal dates, proactively initiating renewals or replacements to prevent service interruptions.
• Register and track contracts, procurement forecasts, and implementation progress throughout the year.
• Upload all supporting documents into company systems promptly and accurately.
• Monitor property contract renewals and send timely reminders to ensure contractual obligations are met.
• Maintain well-organised, audit-ready physical contract files for all properties.

Required Skills and Qualifications for Administrative Assistant Jobs in Lusaka

Applicants should demonstrate the following skills and qualifications to excel in this role:

• Diploma or higher qualification in Business Administration or a related field.
• Female candidates only, not older than 35 years.
• Proven professional experience supported by three references.
• Valid driver’s license and passport.
• Evidence of no criminal history.
• Experience in the energy, gas, petroleum, or construction sectors is strongly preferred.
• Excellent organisational and time-management skills with high attention to detail.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite and relevant software tools.
• Ability to work independently and collaboratively within a team environment.
• Professional customer-service approach, adaptability, and problem-solving skills.
• Knowledge of ZPPA and EgP bid preparation and submission procedures.
• Competence in tender preparation and willingness to travel on short notice.
• HR qualification or relevant HR experience is an advantage.

How to Apply

Interested candidates who meet the above criteria are invited to submit their applications via email to info@merrifieldresources.com. Please include a detailed CV and three professional references.

Job Details