National Administrative Staff
National Administrative Staff is available at Prospero Limited in Lusaka. Review the job description, requirements, closing date and application details below.
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POSITION: NATIONAL ADMINISTRATIVE STAFF Location: Lusaka (with travel outside Lusaka) JOB IDENTIFICATION Purpose/Role of the Job The National Administrative Staff provides administrative, logistical and operational support to the implementation of the Enterprise Zambia Challenge Fund (EZCF) 2.0 Matching Grant Facility. The position supports the Team Leader and Operations Manager in the day-to-day coordination of project activities, ensuring efficient administration of Calls for Applications, expert deployments, stakeholder engagement, meetings, reporting processes, and project documentation. The position contributes to the smooth implementation of all five work packages: Pipeline development and expert pool recruitment. Preparation and management of Calls for Applications. Pre-award technical assistance. Pitch event facilitation and final selection support. Post-award strategic advisory and market support. The National Administrative Staff will work closely with the Team Leader, Operations Manager, expert team and consortium backstopping teams while ensuring compliance with GIZ administrative procedures, internal consortium requirements and donor regulations. Position Details Title of Assignment: National Administrative Staff Location of Assignment: Lusaka (with travel outside Lusaka) Department: Programmes Reports to: Team Lead Anticipated Start Date: 24 August 2026 SCOPE OF WORK Project Administration and Operational Coordination Support the day-to-day administrative management of the project office and project implementation activities. Provide administrative support to the Team Leader, Operations Manager and consortium partners. Coordinate calendars, meetings and appointments with GIZ, consortium partners, experts and external stakeholders. Maintain project correspondence, filing systems and document registers. Ensure proper electronic and physical filing of all project documentation in accordance with GIZ and Luvent quality management procedures. Support internal coordination across consortium partners to ensure timely implementation of activities and deliverables. Call for Application Administration Provide administrative support during the preparation and implementation of Calls for Applications. Assist in maintaining the digital application management platform and ensuring complete applicant records. Support the receipt, registration, tracking and filing of concept notes and full applications. Maintain application databases and document tracking tools. Assist in coordinating communications with applicants throughout the application process. Support preparation of application packages, evaluation documentation and meeting materials for evaluation committees and the Independent Investment Committee (IIC). Expert and Stakeholder Coordination Coordinate administrative arrangements for short-term experts, Independent Investment Committee members and other consultants engaged under the project. Assist with scheduling expert assignments, meetings, workshops and field missions. Maintain records of expert contracts, timesheets and deliverables. Coordinate communication between experts, consortium partners and GIZ where required. Support logistical arrangements for stakeholder consultations, interviews and technical meetings. Events, Workshops and Mission Logistics Support the organisation and coordination of outreach events, information sessions, workshops, trainings, pitch events and stakeholder meetings. Arrange venues, participant invitations, accommodation, local transport, catering and meeting materials. Prepare attendance sheets, agendas, logistical checklists and event documentation. Coordinate travel logistics for project staff, experts and participation in accordance with project procedures. Prepare minutes of meetings and maintain records of agreed actions. Financial and Contract Administration Support the administrative preparation of consultant contracts, amendments and supporting documentation. Assist with the verification and filing of invoices, receipts, timesheets and mission documentation. Monitor administrative documentation required for consultant payments. Support tracking of expert inputs and utilisation of working days. Assist the Operations Manager with maintaining project expenditure records and supporting documentation for financial reporting and audits. Documentation, Reporting and Knowledge Management Support preparation, formatting and quality control of reports, presentations and project deliverables. Compile supporting documentation required for GIZ reporting. Maintain project registers, contact databases and document repositories. Support collection of implementation data, activity records and evidence for monitoring and reporting purposes. Assist with document version control and quality assurance processes. Communication and Visibility Support preparation of project communication materials, presentations and visibility products. Assist with stakeholder communications and dissemination of Calls for Applications. Maintain mailing lists and stakeholder contact databases. Support preparation of newsletters, website updates, success stories and other communication products where required. QUALIFICATIONS Education Bachelor’s degree in Business Administration, Project Management, Public Administration, Finance, Economics, International Development or another relevant field. Professional Experience Minimum 3–5 years of progressively responsible professional experience in project administration, operations, grant management, finance, procurement or programme support. Demonstrated experience supporting donor-funded development projects, preferably by GIZ, the European Union, BMZ, KfW, FCDO, USAID or other international development partners. Experience supporting workshops, trainings, conferences, stakeholder consultations and field missions. Experience supporting consultant recruitment, contracting, travel coordination, timesheet management and project documentation. Experience maintaining project records, filing systems and document management processes in accordance with donor compliance requirements. Experience supporting financial administration, including invoice processing, procurement documentation, supporting documents and expenditure tracking. Previous experience supporting challenge funds, grant facilities, SME development programmes or private sector development projects is considered a strong asset. Technical Competencies Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines. Excellent document management, record keeping and filing skills with strong attention to detail. Good understanding of donor compliance requirements, confidentiality principles and quality assurance procedures. Proficiency in Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint and Microsoft Teams. Experience using SharePoint, CRM systems, document management systems or digital project management platforms is considered an advantage. Ability to prepare professional correspondence, meeting minutes, reports and administrative documentation to a high standard. Languages Excellent written and spoken English (minimum C1 level). Knowledge of one or more local Zambian languages is considered an asset. Personal Competencies Excellent communication and interpersonal skills with the ability to work effectively with government institutions, development partners, private sector stakeholders and project beneficiaries. Strong planning, coordination and problem-solving abilities. Ability to work independently while contributing effectively within a multidisciplinary and multicultural team. High degree of integrity, discretion and professionalism when handling confidential information. Ability to work under pressure, prioritise competing tasks and consistently deliver high-quality outputs within tight deadlines. Willingness to undertake duty travel within Zambia as required. Duty Travel Duty travel within Zambia may be required to support outreach activities, stakeholder consultations, workshops, site visits, evaluation activities and other project implementation requirements. Duty of Care and Compliance The National Administrative Staff shall comply with all applicable GIZ rules and regulations, including procurement procedures, financial documentation standards, confidentiality requirements, conflict of interest provisions, data protection requirements, safeguarding principles and internal quality management procedures. The position shall ensure that all administrative and logistical processes are implemented in accordance with the contractual requirements of the Enterprise Zambia Challenge Fund (EZCF) 2.0 Matching Grant Facility. Conduct of the Work Prospero has a lean organisational structure. Everyone across the Prospero team needs to be able to take the initiative to get things done without being told precisely what to do or how to do it. The responsibility to deliver results starts with the individual member of staff. This does not mean that people operate independently. It is vital to judge when and where to look across the team and to provide leadership or seek guidance and support, advice, ideas, or simple validation of an approach. HOW TO APPLY Interested candidates are invited to submit the following documents: A detailed Curriculum Vitae (CV) highlighting relevant qualifications and experience. A cover letter outlining their suitability for the role and demonstrating how their experience aligns with the requirements of the position. Applications should be submitted electronically to: Email: procurement@prospero.co.zm Subject Line: Clearly indicate the position being applied for. Application Deadline 29 July 2026 at 23:59hrs (midnight). Applications received after this deadline will not be considered. Only shortlisted candidates will be contacted.
