Administrative Officer at BIA Group

Location:  Zambia

Contract Type:  Permanent contract

Job Description available in English

About BIA

BIA Group is active in the sales, rentals and after-sales services of equipment intended for public works, mines, quarries and transport. The Group operates in Europe, Africa and Asia and has more than 1300 enthusiastic employees.

Summary

The Admin Officer will be responsible for providing comprehensive administrative support to ensure efficient operations across fleet management, contract management, hotel and lodge coordination, financial support tasks, and supervision of admin support staff. The role requires strong organizational skills, attention to detail, and the ability to manage multiple operational activities simultaneously.

What will be your responsibilities?

Fleet Management (Owned and Rented Vehicles)

Coordinate vehicle repairs, maintenance, and service bookings.
Track and follow up on vehicle insurance (renewals, claims, and documentation).
Manage rental vehicle contracts, ensuring compliance with terms and service levels.
Monitor and control fleet-related expenses such as fuel, tolls, servicing, and repairs.
Maintain updated fleet records, logs, and reports.

2. Hotel & Lodge Contracts Management

Negotiate, review, and maintain contracts with hotels and lodges.
Ensure service level agreements (SLAs) are adhered to.
Maintain a database of contracted facilities and negotiated rates.

3. Hotel & Lodge Statement Follow-Up and Reconciliation

Collect monthly statements and invoices from service providers.
Perform detailed reconciliations to ensure billing accuracy.
Resolve discrepancies and ensure timely payment processing.

4. Service Entry Sheets (SES) for Admin Services

Prepare and submit service entry sheets for all admin-related services.
Ensure all SES entries are accurate, complete, and aligned with procurement and finance processes.

5. Staff Supervision

Supervise, mentor, and support the Admin Assistant.
Assign tasks, monitor output, and ensure adherence to administrative standards.

6. Employee Advances Management

Follow up on outstanding employee advances.
Maintain updated schedules and support employees to close advances promptly.
Work with Finance to ensure compliance with internal policies.

7. Finance Support (Ad Hoc Tasks)

Provide administrative and logistical support to the Finance Team as required.
Assist with document retrieval, filing, payment support documentation, and audit preparation.

Key Skills and Competencies

Strong administrative and organizational skills
Good communication and negotiation abilities
High attention to detail
Ability to manage multiple operational tasks
Proficiency in MS Office (Excel, Word, Outlook)
Experience with service entry sheets (SAP or similar ERP preferred)
Problem-solving and coordination skills
Ability to work with cross-functional teams

Who are we looking for?

Bachelor’s degree in any of the following fields:

Business Administration
Supply Chain / Logistics
Accounting or Finance
Public AdministrationManagement or related field

A diploma with strong experience in administration or fleet/logistics management can also be acceptable.

What’s in it for you?

A permanent contract
A competitive salary and an interesting package of extra-legal benefits
A human sized company with international dimension, encouraging autonomy and team spirit
Cooperate in a team with experienced and passionate colleagues within a successfully growing family-owned company
Benefit from a challenging career opportunity with an extensive training program
In this challenging job you get the possibility to take initiative and further develop the function

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