Hire of Administrative and Logistics Consultant- Zambia

Ipas is a nonprofit organization that works with local, national, regional, and global partners to improve sexual and reproductive health and rights, with a focus on ensuring that high-quality safe abortion and contraceptive information and services are available, accessible, and acceptable to women and girls. Ipas Africa Southern Region (Ipas ASR) recognizes that addressing unintended pregnancy among women and girls requires holistic approaches that strengthen empowerment, support informed decision-making on sexual and reproductive health, engage men and boys, and expand opportunities for women and girls. Limited access to comprehensive sexuality education and affordable, appropriate contraception and safe abortion services remain a key contributor to sexual and reproductive health risks. Position Purpose The Administrative and Logistics Consultant is responsible for providing clerical, logistical and administrative assistance to Ipas staff, as well as to external consultants working on Ipas engagements. The Administrative and Logistics Consultant processes requisitions, coordinates the procurement of goods and services, maintains office supplies inventory, coordinates meetings and conferences, coordinates travel in-country, across the region and internationally, maintains and organizes physical and electronic documents, and performs other basic office duties. The Administrative and Logistics Consultant also supports the Finance Advisor with security management and fleet management. Summary of Responsibilities: • In coordination with the supervisor and other team members, develops correspondence (reports, letters and other documents) for internal and external audiences, formats reports and forms, and photocopies documentation • Coordinates team meetings and external meetings, prepares activity logistics plans, and manages meeting and activity agendas • Prepares travel arrangements for Ipas staff and consultants in line with the Ipas travel policy, and submits documentation for review • Facilitates conferences by booking travel arrangements and hotel accommodations, preparing materials, and setting up virtual meeting links (e.g. Zoom or Microsoft Teams) • Provides administrative assistance to technical leads within their areas of responsibility: finance, health systems, MERL, community access and policy • Supports the Finance Advisor in managing security and safety-related matters, including mitigating risks to the country program, staff and assets • Maintains the office supplies inventory and the fixed asset register • Supports event and activity logistics, including participant lists, attendance registers, transport refunds and allowances, and timely submission of supporting documents to Finance for reconciliation • Supports fleet management, including vehicle scheduling, fuel and maintenance records, and coordination of drivers • Coordinates procurement of goods and services in line with Ipas procurement policy, including obtaining quotations, raising purchase requests and tracking deliveries • Maintains organized physical and electronic filing systems, including procurement, travel, fleet and contract records, in line with Ipas and donor requirements • Perform routine data entry tasks as required • Performs other clerical and administrative duties as assigned Position Requirements: • A deep commitment to sexual and reproductive health and rights, especially abortion and contraception access • Professional-level fluency in English (speaking, reading, and writing) • Working knowledge of at least one local language is an advantage Education: • Bachelor’s degree in Business Administration, Procurement and Supply, Logistics or a related field, or equivalent Experience and Qualifications • A minimum of 2 years of relevant experience, preferably in an NGO or development setting • Experience in administration, logistics and coordination of meetings and conferences • Experience in procurement, fleet or asset management is an advantage. Experience in event planning and administration in public health is preferred. Preferred Skills • Proficiency in Microsoft Office, including Word, Excel, Outlook and PowerPoint • Flexible, effective teamwork and interpersonal relationship skills • Strong communication and collaboration skills • High level of integrity and ability to handle confidential information • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines • Good knowledge of the districts and communities where Ipas ASR works Working Environment : • Ability to travel up to 20% domestically