Location:\u00a0\u00a0Zambia<\/p>\n
Contract Type:\u00a0\u00a0Permanent contract<\/p>\n
Job Description available in English<\/p>\n
About BIA<\/p>\n
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.<\/p>\n
Summary<\/p>\n
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.<\/p>\n
What will be your responsibilities?<\/p>\n
Fleet Management (Owned and Rented Vehicles)<\/p>\n
Coordinate vehicle repairs, maintenance, and service bookings.
\nTrack and follow up on vehicle insurance (renewals, claims, and documentation).
\nManage rental vehicle contracts, ensuring compliance with terms and service levels.
\nMonitor and control fleet-related expenses such as fuel, tolls, servicing, and repairs.
\nMaintain updated fleet records, logs, and reports.<\/p>\n
2. Hotel & Lodge Contracts Management<\/p>\n
Negotiate, review, and maintain contracts with hotels and lodges.
\nEnsure service level agreements (SLAs) are adhered to.
\nMaintain a database of contracted facilities and negotiated rates.<\/p>\n
3. Hotel & Lodge Statement Follow-Up and Reconciliation<\/p>\n
Collect monthly statements and invoices from service providers.
\nPerform detailed reconciliations to ensure billing accuracy.
\nResolve discrepancies and ensure timely payment processing.<\/p>\n
4. Service Entry Sheets (SES) for Admin Services<\/p>\n
Prepare and submit service entry sheets for all admin-related services.
\nEnsure all SES entries are accurate, complete, and aligned with procurement and finance processes.<\/p>\n
5. Staff Supervision<\/p>\n
Supervise, mentor, and support the Admin Assistant.
\nAssign tasks, monitor output, and ensure adherence to administrative standards.<\/p>\n
6. Employee Advances Management<\/p>\n
Follow up on outstanding employee advances.
\nMaintain updated schedules and support employees to close advances promptly.
\nWork with Finance to ensure compliance with internal policies.<\/p>\n
7. Finance Support (Ad Hoc Tasks)<\/p>\n
Provide administrative and logistical support to the Finance Team as required.
\nAssist with document retrieval, filing, payment support documentation, and audit preparation.<\/p>\n
Key Skills and Competencies<\/p>\n
Strong administrative and organizational skills
\nGood communication and negotiation abilities
\nHigh attention to detail
\nAbility to manage multiple operational tasks
\nProficiency in MS Office (Excel, Word, Outlook)
\nExperience with service entry sheets (SAP or similar ERP preferred)
\nProblem-solving and coordination skills
\nAbility to work with cross-functional teams<\/p>\n
Who are we looking for?<\/p>\n
Bachelor\u2019s degree\u00a0in any of the following fields:<\/p>\n
Business Administration
\nSupply Chain \/ Logistics
\nAccounting or Finance
\nPublic AdministrationManagement or related field<\/p>\n
A\u00a0diploma\u00a0with strong experience in administration or fleet\/logistics management can also be acceptable.<\/p>\n
What\u2019s in it for you?<\/p>\n
A permanent contract
\nA competitive salary and an interesting package of extra-legal benefits
\nA human sized company with international dimension, encouraging autonomy and team spirit
\nCooperate in a team with experienced and passionate colleagues within a successfully growing family-owned company
\nBenefit from a challenging career opportunity with an extensive training program
\nIn this challenging job you get the possibility to take initiative and further develop the function<\/p>\n
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