Hi, I’m
JANE MPANDE
Ndola
Summary
Highly motivated and detail-oriented Administrative Professional with over 3 years of experience supporting program implementation, procurement, workshop logistics, stakeholder coordination, and reporting. Proven ability to manage administrative tasks in high-paced environments with a strong focus on project goals, community impact, and stakeholder satisfaction. Strong communication and multitasking skills, with the ability to liaise effectively with cross-functional teams and external stakeholders
Overview
6
years of professional experience
Work History
Centre for Infectious Disease Research in ZambiaNdola
Administrative Assistant - USAID TB Local Organization Network Project
01.2023 - Current
Job overview
- In my role as an Administrative Assistant at CIDRZ, I support daily operations by processing activity funds for the technical team and procurement of supplies/services for the province, while also coordinating various trainings, meetings, and conferences.
- I provide comprehensive logistical support, manage transport routing, and oversee staff scheduling.
- Additionally, I maintain up-to-date project databases, including inventory, asset registers, and finance/procurement activity trackers.
- My role ensures that all administrative and logistical tasks align with CIDRZ's operational standards, contributing to the efficient execution of activities across the 10 districts of Copperbelt Province.
- Efficiently process activity funds for provincial team activities to support timely activity execution.
- Support implementation of project activities through procurement, logistical coordination, and field visit preparations.
- Manage inventory of office supplies, equipment, and materials, ensuring accurate records and timely replenishment.
- Coordinate logistics for trainings, meetings, and partner workshops, including venue bookings, travel arrangements, and materials preparation.
- Maintain organized digital and physical filing systems for partner communications and project records.
- Reconcile all supplier/vendor invoices with outstanding statements to ensure timely and accurate payments.
- Maintain detailed logs of all fund requests, procurement orders, and deliveries to ensure accountability and transparency.
- Manage stock and inventory, ensuring proper distribution and tracking of both onsite and offsite assets.
- Submit and process all activity retirements as per the stipulated submission procedures and timeline.
- Manage and analyze project data in Excel, supporting decision making processes.
- Collaborate with project coordinators/ provincial team lead to plan, coordinate, and execute project activities across districts.
- Coordinate payment processes for utility bills and all administrative vendor payments related to travel and conference services, office supplies and commodities.
- Record and distribute meeting minutes, follow up on agreed actions, and ensure timely task completion.
- Oversee office hygiene standards, ensuring a conducive and safe working environment for all staff.
- Supervise administrative staff, drivers and office assistants, ensuring effective task delegation and performance.
- Focal point person for provincial program activities.
Dangote Cement Zambia Limited
Procurement and Administration Intern
01.2022 - 12.2022
Job overview
- Participate in carrying out daily purchases of goods, works and services for various user sections around the plant to support their operations in line with set procedures and processes as per Dangote Zambia procurement manual, monitor deliveries of all goods delivered by vendors to ensure adherence to agreed delivery schedules and specifications.
- Source and procurement of goods, works and services in accordance with good procurement practices and laid down procedures and guidelines.
- Prepare solicitation documents and inquiries for goods, works and services in liaison with user departments and undertake the appropriate bidding process.
- Expedite orders to ensure timely delivery and processing of payments.
- Preparation of reports for senior management meetings to aid in business decision-making and planning.
- Maintain sound procurement records/documentation and preparation of procurement status reports.
- Support Procurement officers with maintaining supplier communications, files and activities.
- Collaborate with End users and prepare procurement plans to ensure timely provision of goods and services.
- Monitor and report on supplier performance, notify current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
- Assess all vendor/supplier profiles and ensure that they meet the minimum requirements to be registered vendor/suppliers.
- Other procurement and clerical duties.
BWD Engineering Limited
Administrative Officer
01.2020 - 12.2022
Job overview
- Support the project technical team to ensure they have administrative resources required to properly conduct their duties.
- Filing, archiving and digital uploading of all relevant administrative and contractual documentation.
- Submission of routine reports to management to aid in business decision-making and planning.
- Solved operational challenges that arose in the day to day running of the business.
- Provide reception responsibilities, including fielding calls, receiving visitors and managing office supply and replenishments.
- Interacted well with customers to build connections and nurture relationships.
- Other office administration and clerical duties.
Education
Zambia ICT College
Bachelor's Degree from Business Administration
01.2021
University Overview
Skills
- Procurement & logistical coordination
- Event planning
- Document filing & record management
- Procurement and inventory management
- Fund and financial tracking
- Excellent report writing skills
- Office maintenance
- Exceptional interpersonal relationship skills
- Internal communication & approvals workflow
- Proactively build, develop and maintain relationships with key stakeholders
- Strong decision making
- Critical thinking
- Analytical skills
- Proficient user of ERP
- SAP
- Google suite
- Microsoft Package
- Strong understanding of techniques and data analysis
- Teamwork
- Fast learner
- Ability to work under minimum supervision
Accomplishments
Accomplishments
Recognized as an Outstanding, Committed and Hardworking Employee - CIDRZ 2024 Labor Day AwardsContinuous Professional Development
Continuous Professional Development
Leadership and Management in Health, University of Washington Global Health E-learningTimeline
Administrative Assistant - USAID TB Local Organization Network Project
Centre for Infectious Disease Research in Zambia
01.2023 - Current
Procurement and Administration Intern
Dangote Cement Zambia Limited
01.2022 - 12.2022
Administrative Officer
BWD Engineering Limited
01.2020 - 12.2022
Zambia ICT College
Bachelor's Degree from Business Administration
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