Nabeene Kambaila

• Fleet Management: To ensure all tom cards for 15 vehicles is reconciled and float is maintained with fuel allocation done accordingly.
• To Supervise logistics officers on day-to-day activities
• To Ensure that all logbooks are signed by respective logistics officers and check mechanical status of vehicles is regularly monitored
• Ensure all vehicles are road worthy.
• Office Administration: Responsible of inventory management for all the 4 offices
• To ensure that all utility bills are paid on time.
• Managing retirements of expenses and invoicing payments using Concur.
• Staff induction for all new joiners in line with TNC policy.
• Responsible of creation of purchase orders for procurements done in the organization in line with TNC procurement guide lines.
• Responsible of all contract’s renewal for lease agreements and procurement vendors in line with Nature conservancy
• Maintaining procurement tracker and payments tracker for operations department.
• Submit payments to vendors so that they are paid on time and share proof of payments
• Support Operations Manager to prepare the yearly budget and forecasting figures.

• Managing and coordinating the BA Head retirements, travels, and external communication preparations
• Coordination, booking and management of events as required e.g
• Off-site conferences for various internal and external teams.
• Office Management (information, communication, and resources, including the procurement and management of these resources such as stationery and mobile phone devices) and courier management.
• Manage flight bookings and travel arrangements, including hotel bookings at agreed corporate rates, for all staff and their visitors as required
• Liaise with the appointed Travel Agent and apply travel regulations.
• Assist in preparation of procurement documents for all goods and services including LPO generation for all suppliers.
• Follow up with suppliers on the delivery of goods and services and thereafter advise them when payment by Syngenta has been done
• Assist with preparation of tender documents or proforma invoices as required.
• Raise Purchase requisitions and Purchase orders.
• Preparation of exceptional payments and all payments for finance to process
• Investigated incidents thoroughly, identifying root causes and implementing preventive measures accordingly.
• Drove continuous improvement in safety performance by setting ambitious targets based on industry benchmarks and best practices.
• Implemented safety policies and procedures to establish clear guidelines for safe work practices and comply with regulations.
• Identified gaps in existing compliance processes and recommended updates.
• Responded to any emergencies as instructed and with utmost efficiency.
• Improved workplace safety by conducting thorough risk assessments and implementing necessary control measures.

• To ensure that comprehensive diary is maintained and communicated well in advance with logistical arrangements for the country director.
• Maintaining daily country director’s calendar
• Provide logistical and programmatic support to director of operations, program director and staff.
• Act as initial contact point for country director's office on daily basis
• Provide back -up support to ensure effective and timely response to request from Donors, other NGOs, press and media, staff, and partners for plan Zambia.
• Preparations for invitation /visa letters for visitors to enable them to acquire visas either prior or upon arrival at airport.
• Preparing Delegation of Authority letters as and when necessary.
• Arranging for all site visits for existing and ending projects
• Giving support to CD's office during complication of quarterly reports.
• To manage all office expenses to support CD's office and raise necessary purchase requisitions.
• To provide logistical and administrative support for organizations of seminars, meetings, conferences and workshop organized through there CD's office.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Assisting in policy implementations, thus working closely with all departments
• Assisting in planning and budgeting reviews and follow up with implementations with team leads.
• worked with the child protection and safe guarding specialist to ensure that every event or workshop has awareness of the safe guarding policy and child protection.
• worked with child protection coordinator on monthly reports and submitted detailed reports regarding assignments and ongoing investigations.
• Reviewed and Mitigated potential risks by proactively identifying potential issues and implementing appropriate countermeasures or contingency plans as needed.
• Monitored employees for compliance with equal opportunity laws, identified violations and implemented corrective action.

• Liaise with respective with stakeholders to ensure that a good relationship is maintained and act as the face of the organization.
• Daily invoices scanning for payment to ensure vendors are paid on time.
• Transport support to the team, airport transfers and logistics.
• Preparing cash flow information and submit to the office manager for finance.
• File management of key documents including contracts, invoices, delivery notes.
• Responsible of maintenance and reconciliation of petty cash.
• Prepare monthly payroll related transactions for review and processing and sending pay slips on time.
• Co-ordinate collection of vendor statements to enable monthly creditor reconciliations and share POP.
• Reconciliation of mobile bills and ensure that payment of airtime is paid on time.
• Reporting on open purchase orders monthly

Procurement

• Manage administration of related contracts by maintaining and timely updating of contracts register.
• Ensure proper documentation and evidence of all goods and services delivered.
• Submit monthly and quarterly reports on all lower value procurement done in country to head of operations.
• Back up vendor and customer creation in liaison with finance hub and SAP support
• Process purchase orders (creation, goods and invoice receipts) in liaison with budget managers
• Process vendor payments in liaison with finance hub, resolving any issues timely to ensure vendors are paid in line with agreed terms
• Offered SAP staff training and induction to staff.

Facilities

• Maintain office premises as safe, secure, healthy working environment.
• Responsible of inventory management both at the office and at the offsite storage system.
• Responsible of lease arrangements, liaising with landlord to ensure all maintenance and payments are done accordingly.
• Manage outsourced Cleaner ensuring standard of work meets requirements.

Safe guarding and child protection Coordinator:

• Created and managed budgets, efficiently allocating resources for social and community service for each project.
• Provided leadership, guidance and support to staff members.
• Responded to claims of abuse, neglect or safety concerns by giving monthly reports.
• Analyzed trends and data to inform decision-making and program development.
• Organized workshops and training sessions for Invigilators and examiners to educate them on child protection issues and preventive measures.
• Organized yearly, 2 days work shops for all vendors that are in the system to create awareness on safe guarding, equality and diversity and child protection issues .
• Developed and implemented training programs for staff.
• Ensure that all contracts had British Council Safe guarding policy , Diversity Equality and Equity and child protection clause before the contract is signed.
• Ensure that all parents sign concert forms before children under 18 years write the British Council exams.
• Creating awareness by putting up updated safe guarding posters, Child protection posters in every room of the office.
• Attended Management meeting monthly to give a report on Equality ,diversity and inclusion , Safe guarding and child protection.
• Supported senior leadership in driving a culture of accountability for diversity and inclusion by integrating D&I metrics into performance evaluations.
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• Monthly Bank Reconciliation with all product owners which involved reconciling income with the bank.
• Processing of payments for vendors on a weekly basis using SAP .
• Assist Senior Accountant with preparation of Cash flow monthly on a monthly basis.
• Assist Senior Accountant with reviewing payroll inputs monthly and post salary journals
• Creating Purchase orders and framework purchase orders for Finance department for suppliers including utility bills
• Line managing transport and office assistant
• To Prepare Travel and accommodation logistics and travel advance for British Council staff including UK appointed staff
• Managing all assets both at country director's residence and British Council office.
• Ensuring that all assets are recorded, and disposal of assets is carried out with right procedure.

Child protection coordinator:

• Enhanced communication between team members by organizing regular meetings and fostering open dialogue.
• Responded to claims of abuse, neglect or safety concerns and reports.
• Enhanced Invigilators and examiners on awareness on safe guarding and child protection issues through regular presentations and workshops.
• Ensure that all invigilators and examiner's renewal the child protection and safe guarding yearly certificate.
• Intervened in crisis situations and counseled children experiencing emergencies and disruptive incidents.
• Worked with educational team to develop Individual Education Plans (IEPs) for students for the connecting class room program.
• Worked effectively in fast-paced environments while dealing with children under 18 years in communities.