Operations and Administration Coordinator

About Talent House Ltd:

We are a leading recruitment and HR consulting firm that operates as a link between people and companies in achieving a shared purpose. We offer creative, effective and flexible solutions that not only help individuals discover their career paths but provide organizations with talent they can recruit, develop and retain.

About the role:

Our client is looking for a proactive, highly organized, and execution-oriented Operations & Administration Officer to serve as the critical ground-level partner to our Project Lead during the high-growth 0-120 hubs phase. In this role, you will take full ownership of the daily physical and administrative machinery of our country’s operations—covering local administration, select HR functions, vendor logistics, and government offices liaison. By mastering the execution of on-the-ground operations, you will directly enable the Project Lead to focus on strategic expansion, partnerships, and team building.

Key Responsibilities:

1. Local HR Administration & Compliance

Attendance & Leave Tracking: Act as the primary custodian of team attendance registers and leave logs, ensuring accurate tracking and reporting.
HR Documentation & Onboarding: Manage the collection, signing, and secure filing of employment contracts, NDAs, and onboarding paperwork.
Disciplinary Escalation: Act as the first point of contact for workplace grievances or policy infractions; document incidents objectively and escalate them promptly to the Growth Lead or Central HR.
Expatriate Support: Partner with immigration consultants to manage, track, and process work permits, visas, and legal documentation for international staff.

2. General Administration & Facilities Management

Office & Hub Operations: Oversee day-to-day facilities management, ensuring all workspaces and trading hubs are fully operational, secure, and well-maintained.
Government & Regulatory Liaison: Act as the physical representative to local government offices, municipal councils, and regulatory bodies to manage statutory filings, permits, and licensing.
Financial Admin Support: Assist with local banking setups, managing mobile money platform registrations, and processing local operational transactions securely.

3. Procurement, Inventory & Logistics

Vendor Management: Source, vet, and manage local suppliers for office utilities, repairs, and hub supplies, negotiating cost-effective rates.
Inventory & Stock Control: Implement and maintain asset trackers and inventory control systems to ensure absolute visibility over company stock and property.
Transport & Shipping Coordination: Coordinate internal transport bookings, fleet logistics, and support basic international shipping (import/export) documentation when required.

Minimum Qualifications/ Traits:

Proven Ground-Level Execution: 5+ years of experience in administration, procurement, or operational support, ideally within a fast-paced start-up, NGO, or commercial environment.
Communication: Fluent in English.
Early-Stage Setup Experience: Prior experience being an early hire (e.g., employee #1–5) or assisting a company in setting up its office and banking infrastructure from the ground up is highly desirable.
Local Navigation: Demonstrated experience dealing directly with local government offices, local vendors, and immigration consultants.

Skills & Competencies

Systems & Tools: Proficient in MS Office (specifically Excel) and Google Workspace (Docs, Sheets) for data tracking and reporting.
Discretion & Judgement: High integrity with the ability to handle sensitive HR issues, disciplinary matters, and financial data with absolute confidentiality.
Autonomy: A self-starter mentality; comfortable operating with ambiguity in a high-stakes, rapidly scaling environment.
Education: A Bachelor’s Degree or Diploma in Business Administration, Entrepreneurship, Human Resources, or a related field.

Why You Should Apply

Be part of the most exciting growth phase of a company. We’ve proven our model and are focused on expansion. This position entails high impact, visibility, and opportunities to advance quickly.
Work with great teammates in an international environment. Our team is spread across Canada, China, Tanzania, and Nigeria.
Gain hands-on business building experience. Although we are a startup, we don’t expect you to just figure it out on your own. You’ll be given lots of responsibility but also lots of support to help you succeed.

Compensation:

The incumbent will receive a competitive salary commensurate with experience.

To Apply:

Please send your CV to careers@talenthousepeople.com before the 28th of October, 2026.

ADMINISTRATIVE ASSISTANT

We are inviting applications from suitably qualified, motivated, and organized individuals to fill the position of Administrative Assistant.

Key Responsibilities:

Handle daily office administration and clerical duties.

Maintain and organize company records, files, and documents.

Receive and respond to emails, phone calls, and other correspondence.

Assist with data entry, report preparation, and document management.

Support HR and other departments with administrative tasks.

Perform any other duties assigned by management.

Qualifications and Requirements:

Grade 12 Certificate.

Diploma or certificate in Business Administration, Office Management, or a related field.

Good computer skills, especially Microsoft Word and Excel.

Excellent communication and organizational skills.

Ability to work independently, meet deadlines, and maintain confidentiality.

Previous experience in a similar position will be an added advantage.

Administration & Accounts Assistant

Lusaka based FMCG company is looking to recruit an Administration & Accounts Assistant.

Duties include corporate correspondence, data entry, generating purchase orders, import shipment tracking, debt collection, company reporting, creditor management and filing.

Applicants must have a minimum of 5 years working experience in a similar role, be computer literate and possess excellent communication and numeracy skills.

Please email your written application with cv to : j.s.taylor140369@gmail.com

Finance & Administration Officer

Staff work a hybrid schedule with 2 days/week in the office Reporting to the Head of Finance and Operations Southern Africa, the Finance and Administration Officer supports the IFAW Zambia office by processing payments, maintaining financial tracking systems, managing grants and procurement, and producing financial reports and analysis to support the office staff in managing budgets and projects in the most accurate, efficient, and cost-effective manner possible. Role And Responsibilities Accounts Payable – Assist in the preparation of payment requests for invoices and other reimbursements for further approval by department and budget managers ensuring compliance with the organization’s accounting, financial and operational policies as well as coding accuracy, appropriate authorizations, business purpose and evidence of value for payment. – Prepare and schedule vendor disbursements and staff expense reimbursements utilizing the accounting and treasury systems. Payment methods include check, cash, direct debit, and electronic transfer. – Create and maintain vendor-specific payment templates in the treasury and/or accounting systems for electronic payments. – Post payments in the accounting system in an accurate and timely manner in Unit 4 General Accounting – Prepare bank and petty cash, prepayments, accruals, travel advances and other balance sheet accounts reconciliations as assigned. – Prepare schedules and propose journal entries to support monthly and fiscal year-end closing and annual financial statement audits. – Ensure compliance with institutional policies, statutory requirements, country accounting, procurement and Human Resources requirements – Ensure compliance with terms and conditions for restricted grants, contracts, or other funding sources. – Compile requested documentation to support the annual financial statement and other statutory audits. – Participate in the ongoing development and education of non-finance staff regarding institutional and local office policies and procedures. Budgeting & Reporting – Support the development of IFAW Zambia budgets and related work plans as part of the annual budgeting and planning cycle. – Analyse monthly actual-to-budget performance and provide supporting narrative summaries and produce monthly, quarterly and annual project reports for use by management and project teams – Maintain Excel-based (or other systemised) detailed tracking systems to efficiently and accurately account for restricted grants and other projects and process budget adjustments. Ensure timely and complete supporting documentation for all related transactions. – Provide ongoing education and information to staff regarding restricted grant award terms and conditions. – Support the preparation of grant reporting for submission to funding agencies. – Support program teams with creating work orders, updating budgets, and forecast numbers in Unit 4. Grant Management – Organise/participate in site visits and provide financial management capacity-building support to grantees. – Review financial reports from Grantees to ensure completeness and compliance with award terms. – Conduct random spot-checks, including site visits, internal audits, and provide appropriate financial management capacity building to Grantees. – Provide required documentation for the organization’s Grants database and ensure full reconciliation with the general ledger. – Responsible for drafting and reviewing all grant payment requests and ensuring that they meet the standards of allowable, allocable, and reasonable. In coordination with the Project Manager, monitor grantee budgets so that they do not exceed allowable amounts. Administration – Indirectly supervise/ support the Administrative and Operations Officer – Support the execution of monthly payroll, including calculation and preparation of wage statements, salary, tax, withholdings, and other related payments and filings for staff and the supported CRB employees s. – Support the monthly payments of wages and incentives for field operational support teams. – Coordinate administrative support during trainings and meetings – Ensure all applicable insurance covers are up to date – Ensure that vehicle usage is well managed for all IFAW vehicles – Support the review and development of contracts and other agreements, ensuring compliance with jurisdictional and organisational requirements. – Act as an IFAW bank agent and assist with cash collection, deposits, cheque book collection, etc. – Manage other day-to-day finance and administrative resources of IFAW’s Zambia Office Qualifications And Educational Requirements – Bachelor’s Degree in Accounting/Finance, ACCA/ CIMA, or ZICA, or in a relevant discipline preferred. – At least 5 years’ experience in the accounting/finance/administrative field. – Advanced computer knowledge and expertise with Microsoft Office software required. Experience with, or knowledge of, Unit4 ERP, Excel, or other related financial software preferred. – Ability to manage and prioritize competing demands, deadlines, and processes with an exceptional customer service ethic and orientation. – Demonstrate proactive critical thinking and practical problem-solving abilities. – Excellent organizational and analytical skills with attention to detail. – Effective communication skills and ability to operate in a culturally diverse international organization. At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people. We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds. Hiring range is ZMW 372,000 – 460,000 Closing date for receipt of applications: 9 November 2026. Please apply via link to IFAW Careers page

IT Administrator

Location: Lusaka, Zambia (in-office) | Type: Full-time | Reports to: CEO

About Vroom

Vroom is building Africa’s most complete ride-hailing platform with a 100% digital focus. We’re launching in Zambia in October 2026, with our Lusaka office serving as the continental headquarters.

The Role

You’ll lead all IT-related activities across Vroom — keeping the app, backend, and internal systems stable, secure, and bug-free.

Key Responsibilities

Monitor app and backend uptime, performance, and error rates
Manage and maintain Vroom’s cloud infrastructure (Firebase, AWS, and related services)
Triage bugs and crashes, coordinating fixes with the development team
Own the release QA checklist ahead of every App Store and Play Store submission
Manage device, account, and access provisioning for the team
Maintain data security, backup, and disaster-recovery practices
Maintain documentation of Vroom’s technical infrastructure and processes

Compensation

Competitive, market-rate monthly base salary
Up to 100% of annual base salary in performance bonus, based on meeting system-uptime and reliability targets

Minimum Qualifications & Skills

Bachelor’s degree in Computer Science, Information Technology, or a related field required
3+ years in IT administration, systems administration, or DevOps
Experience with cloud platforms (Firebase, AWS, or GCP)
Familiarity with mobile app release pipelines (Expo/EAS, App Store Connect, Google Play Console) a strong plus
Strong troubleshooting and incident-response skills
Comfortable working independently with minimal supervision

Application

Apply online at apanivroom.com/careers — select this position and upload your CV and cover letter, or
Email your CV and cover letter to careers@apanivroom.com with “IT Administrator” as the subject

Head Legal & Company Secretary – Commercial Bank

Description: Job Purpose The Head Legal and Company Secretary will manage the legal department, providing assurance that all major commercial contracts, property contracts and transfers are legally sound. Be responsible of overseeing the legal function on a day-to-day basis. The Head Legal and Company Secretary will have a special obligation and duty to Conduct and prepare research papers supported by regulatory requirements and briefing materials on proposed changes to the Governance and Regulatory landscape of the Bank that guides Management and the Board in the execution of decisions. Summary of Key Responsibilities: – Manage all matters pertaining to Board and Board Committees. – Ensure that the Bank Complies with the provisions of the Companies Act No. 10 of 2017. Ensuring timely filing of documents with the Patents and Companies Registration Agency (PACRA), such as annual returns, changes in directorship, and other statutory filings. – Ensure proper functioning of the board of directors by ensuring that the Bank adheres to good corporate governance practices, including organizing meetings, preparing board agendas, and ensuring that proper records are kept. And also guide the board on regulatory issues to prevent legal non-compliance. – Maintaining and safekeeping of statutory records, to ensure accuracy and timely provision of information to third party. – Ensuring compliance of the provisions of statutory Law and rules made there-under and other statutes and by laws of the Bank. – Responsible for filing necessary documentation with relevant authorities such as Annual Returns, Changes in the company’s constitution, Directorship appointments or changes, Registered office changes, financial statements and any other regulatory filings required by law. – Organizing and ensuring proper documentation of meetings preparing meeting agendas, minutes, and ensuring that they are in line with legal requirements. – Ensure that resolutions are passed correctly, are documented and filed where necessary. – See whether legal requirements of the allotment, issuance and transfer of share certificates, mortgages and charges, have been complied with. – Be part of the liaison Staff between the Bank and regulatory bodies such as Bank of Zambia, Financial Intelligence Center, PACRA, ZRA, and other government departments. Ensures that the Bank and the Board are timely informed about any changes in laws or regulations. – Identify, assess and monitor legal risks and propose mitigating factors to protect the Bank. – Working with other Departments to integrate risk management into broader business strategy. – Overseeing litigation and legal disputes of the Bank. – Significant input in developing and overseeing regulatory compliance programs to reduce regulatory risk. – Review and clear corporate policies related to ethics and legal compliance – Managing all court processes for legal matters to be handled internally. – Preparation of forms/documents for certification by company secretary. – Take charge of issuing notice and agenda of the general meetings to the shareholders. – Keep abreast of changes in good corporate governance, company laws and Bank of Zambia regulations. – Representing the Bank in regulatory policy discussions and lobbying efforts. Required Skills and Competencies – Strong understanding of corporate governance practices – Excellent Communication Skills – Strong understanding of the banking regulatory environment – Understanding of applicable legislation and standards – Proven ability to establish relationships and exert influence on stakeholders. – Ability to interact with others positively and constructively to support completion of work – Identify and cultivate relationships with key stakeholders – Ability to plan and organize work in the most efficient and effective way possible – Ability to work in a fast-paced environment that thrives on change Primary Areas of Accountability: Qualifications and Experience – Full Grade 12 School Certificate or Equivalent – Bachelor of Laws (L.LB) – Master in Commercial Law is preferred – Must have at least 6+ years post admission to the Zambian Bar experience in the regulatory – Must have a minimum of 3-4 years’ company secretarial practice experience with either a Commercial Bank or Microfinance Institution – Must have proven experience and knowledge of asset conveyance – Valid Membership with the Law Association of Zambia (LAZ) QUALIFIED & EXPERIENCED FEMALES ARE ENCOURAGED TO APPLY FOR THIS POSITION If you meet the hiring requirements for the position, please email your CV in MS Word and Cover Letter clearly stating your salary expectations to: jobs@bemconsult.com & Cc bemconsult8@gmail.com Note that, all communications will be kept in the strictest of confidence. If you do not receive communication within 21 working days of the closing date of the advert, please consider your application unsuccessful. DO NOT SEND CERTIFICATES AT THIS STAGE

LOAN OFFICERS / RECEPTIONISTS

Admin and Training Assistant

Admin and Training Assistant

Join Gate Beautiful as we prepare to welcome our first group of young women into professional nanny training.

Reports to: Founder and Lead Trainer

Interview date: 3 November 2026 | Start date: 1 December 2026

Application deadline: 23rd October 2026

About Gate Beautiful

Gate Beautiful is a Christian social enterprise based in Ndola. We prepare young women aged 18 to 25 for professional nanny work through childcare training and supported family placements. Purpose of the role You will help keep Gate Beautiful organised and work alongside the Lead Trainer, supporting young women as they learn childcare skills and prepare for employment.

Main responsibilities ● Handle enquiries, applications, appointments and routine communication with trainees and families. ● Maintain confidential records, attendance registers, payment records, learning materials and trainee portfolios. ● Prepare training spaces, equipment and resources; assist with demonstrations, role play and practical activities. ● Support trainees during practical sessions, observe their participation and progress, and provide clear feedback to the Lead Trainer. ● Help organise interviews, orientation, parent workshops, placements and graduation; maintain follow-up records. ● Follow safeguarding, confidentiality, health and safety procedures and promptly report concerns. ● Help ensure the training programme runs smoothly from day to day, identifying practical or administrative issues and bringing them to the Lead Trainer’s attention.

Essential requirements ● A committed Christian woman willing to uphold Gate Beautiful’s purpose and values. ● Good written and spoken English. ● Good organisation, administration and record-keeping skills; confident using Microsoft Excel, email and WhatsApp for business. ● A passion for developing young people, an interest in childcare and a desire to support families. ● Warm, patient and professional communication; reliable, discreet and willing to learn. ● Comfortable preparing materials and supporting practical childcare activities.

Desirable qualifications and experience ● A diploma or degree in Business Administration, Early Childhood Education, Social Work or a related field. ● Experience in administration, childcare, training or supporting young people.

How to apply

Email your CV, copies of your qualifications and the names and contact details of three referees (two character and one professional) to admin@gatebeautifulnannies.com

Only shortlisted candidates will be contacted.

Administration Supervisor

Job Responsibilities

1. System & Document Management: Formulate and implement administrative rules, oversee daily admin work; manage official documents, archives, company seals and certificates.

2. Logistics & Office Management: Manage office environment, maintenance and property coordination; control office supplies procurement and inventory; oversee canteen, cleaning, greening, vehicle management and supplier assessment.

3. Reception & Event Management: Provide meeting support and internal & external reception services; organize annual meetings, team building, staff benefits and company activities.

4. Fixed Asset Management: Establish asset ledgers, conduct asset registration, inventory, allocation and scrap management to avoid asset loss and waste.

5. Safety & Emergency Management: Manage office fire safety, daily inspection, safety training and emergency drills, and handle office emergencies in a timely manner.

6. Budget & Cost Control: Prepare annual administrative budget, review expense reimbursement and supplier contracts, analyze costs regularly and optimize expenditure.

7. Team & Collaboration Management: Manage admin team daily work, task arrangement, performance appraisal and training; respond to cross-department needs and optimize office service.

8. Others: Complete other temporary tasks assigned by superiors.

Job Requirements

1. Bachelor’s degree or above in Administration, Business Management, or a related field.

2. Proven work experience as an Admin Supervisor, Admin Coordinator, or a similar administrative role.

3. Strong organizational, leadership, and team management skills.

4. Excellent communication and interpersonal abilities.

5. Proficiency in MS Office and administrative management software.

Admin Assistant

About Talent House Ltd:

About the Company and Role:

Pilatus Zambia is a Zambian business operating within the Pilatus Group, with a focus on delivering professional and reliable services to its clients. The company values integrity, accuracy, efficiency, teamwork, and high standards of service. As part of its continued operations, Pilatus Zambia is seeking an Admin Assistant to provide day-to-day administrative and operational support to ensure the smooth running of the office. The role will also assist with basic accounting and financial administration, customer communication, record keeping, and general office coordination.

Key responsibilities:

Provide general administrative and clerical support to the office and management.
Manage filing, documentation, records, correspondence, and office information.
Assist with preparing reports, letters, quotations, invoices, and other business documents.
Assist with scheduling meetings, appointments, and other office activities.
Maintain accurate records of company expenses, payments, invoices, and receipts.
Assist with basic bookkeeping and accounting duties, including data entry and reconciliation of simple transactions.
Support the preparation and submission of documents to accountants or management for financial processing.
Follow up on outstanding invoices and payments when required.
Assist with procurement of office supplies and maintain adequate office stock.
Coordinate with suppliers, service providers, and other external parties.
Support vehicle, office, and general operational administration as required.
Maintain confidentiality of company and customer information.
Perform other administrative and operational duties as assigned by management.

Qualifications & experience:

Diploma or Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.
1–3 years of experience in administration, office support, accounts administration, or a similar role.
Basic knowledge of accounting and bookkeeping principles.
Experience with invoices, receipts, expenses, payments, and financial record keeping will be an advantage.
Good working knowledge of Microsoft Office, particularly Excel and Word.
Previous experience in the automotive, dealership, equipment, or service industry would be an advantage.

Key competencies:

Strong organisational and administrative skills.
Basic numerical and accounting ability.
Good attention to detail and accuracy.
Good communication and interpersonal skills.
Professional and customer-focused approach.
Ability to maintain organised records and documentation.
Ability to multitask and meet deadlines.
Honest, reliable, and trustworthy.
Proactive and willing to learn.
Ability to work independently while supporting a wider team.

Compensation:

Gross Salary: K5000

To Apply:

Please send your CV to careers@talenthousepeople.com before the 2nd of October, 2026.