Overview: The Office Manager is responsible for the effective day-to-day management of Musekese Conservation’s Lusaka Office and for coordinating administrative and logistical support between the Head Office and field sites across the Greater Kafue Ecosystem.
The role is responsible for Lusaka-based logistics, including coordinating vehicle movements, arranging the collection and delivery of goods, documents and equipment, undertaking operational errands, and ensuring that supplies reach the field sites when required. The Office Manager will also support procurement by obtaining quotations, coordinating purchases and maintaining accurate supplier and procurement records.
The position oversees office facilities and service contracts, together with the administration of Musekese Conservation’s fleet of vehicles and motorbikes. This includes maintaining accurate records and ensuring that vehicles are legally compliant, properly maintained, safely operated and available to meet operational requirements.
The successful candidate must be a confident and competent driver with a valid Zambian driving licence and the ability to drive manual vehicles. Previous experience driving four-wheel-drive vehicles is strongly preferred. The role requires strong organisational skills, attention to detail, sound judgement and the ability to manage multiple priorities in a dynamic conservation environment.
Key Responsibilities Lusaka Office Management
- Oversee the day-to-day running of the Lusaka
- Ensure office equipment and facilities are secure, maintained and in good working
- Manage office leases, utilities, security arrangements and service
- Maintain accurate and accessible administrative
Lusaka Logistics, Collections & Deliveries
- Coordinate Lusaka-based logistics, including vehicle movements, collections and
- Collect and deliver goods, documents, supplies and equipment as
- Undertake operational errands involving suppliers, service providers, government offices and other
- Coordinate the movement of supplies and equipment between Lusaka and the field
- Maintain clear records of goods collected, dispatched and
Procurement & Supplier Coordination
- Obtain quotations and coordinate the procurement of approved goods and
- Obtain a minimum of three competitive quotations where
- Maintain complete procurement records, including quotations, approvals, invoices and delivery
- Maintain an up-to-date database of suppliers and service
- Coordinate with the Finance Department to ensure that all required documentation is
Fleet Records & Compliance
- Maintain accurate records for all Musekese Conservation vehicles and
- Monitor insurance, road tax, registration, certificates of fitness and other statutory
- Maintain vehicle service histories and records of vehicle locations and
- Maintain current driver licence and incident
Vehicle Maintenance & Repairs
- Maintain and regularly update the fleet maintenance
- Schedule routine servicing and coordinate repairs with approved service
- Obtain quotations and approvals before repair work is
- Arrange vehicle movements to and from garages and service
- Track vehicles undergoing repairs and provide progress
- Monitor vehicle downtime and recurring mechanical
Fuel, Mileage & Logbook Monitoring
- Collect and review vehicle and motorbike logbooks each
- Track and reconcile fuel usage against mileage and operational
- Identify incomplete records, unusual fuel consumption and mileage
- Maintain electronic fuel and mileage
- Compile monthly fleet, fuel and maintenance
Vehicle Movements & Driver Coordination
- Coordinate vehicle allocations and movements in consultation with the Operations
- Maintain an up-to-date schedule of vehicle locations, availability and planned
- Coordinate drivers for Lusaka collections, deliveries and staff
- Ensure drivers hold valid licences and appropriate
- Assist with driving, vehicle collections and vehicle movements when
- Maintain records of vehicle accidents, incidents and
Field-Site Coordination & Operational Support
- Coordinate administrative and logistical activities between the Lusaka Office and field
- Communicate with field teams regarding supplies, vehicles, equipment and outstanding
- Track requests and follow up until they have been
- Support logistical arrangements for meetings, staff movements, field activities and organisational
- Travel to field sites at least once per
Qualifications & Experience
- Bachelor’s degree in Business Administration, Public Administration, Office Management, Operations Management, or a related field. A Diploma with substantial relevant experience will also be considered.
- Minimum of three (3) years’ relevant experience in office administration or office
- Experience in fleet management, procurement, facilities management, and contract administration will be an added
- Experience working in an NGO or donor-funded environment is
- Proficiency in Microsoft Office
- A valid Zambian driver’s licence is an added
Start Date: ASAP
How to Apply: If you are interested in this opportunity , please submit your CV with a cover letter to
jobs@musekeseconservation.org by the 25th August 2026 with the subject title: [Your full name] Application for Office Manager Position.
Please note that only shortlisted candidates will be contacted for further steps in the selection process.
We appreciate your interest in joining the Musekese Conservation team and contributing to our conservation efforts in the Greater Kafue Ecosystem.