Job overview
Administrative Assistant is available at Mechanics for Africa in Ndola, Copperbelt, Zambia. Review the job description, requirements, closing date and application details below.
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Purpose of the role Support the College Administrator in the day-to-day running of the administration function by completing delegated tasks, maintaining accurate records, preparing documents and following up agreed deadlines. Provide practical support that enables the College Administrator to coordinate college processes, check compliance and address matters requiring decisions. Main responsibilities 1. General office support Agree daily and weekly priorities with the College Administrator and provide updates on progress. Maintain an assigned-task list and report completed work, delays and missing information. Prepare files, checklists and summaries needed by the College Administrator for meetings, reporting and follow-up. Follow up agreed actions on the College Administrator’s behalf and report outstanding matters for intervention. Submit completed work for checking where required and promptly make agreed corrections. Receive visitors and respond courteously to routine enquiries using approved information. Refer complaints, sensitive enquiries and matters requiring decisions to the College Administrator. Prepare routine letters, emails, notices, forms and other documents as assigned. Maintain organised electronic and paper filing systems, following confidentiality and access procedures. Arrange meeting venues and materials, circulate agreed documents and take minutes when assigned. Submit draft minutes for review and file approved minutes and reports. 2. Examination processing Maintain examination submission checklists and send reminders agreed by the College Administrator. Receive, log and securely file examination documents and Peer-to-Peer Quality Assurance forms. Flag missing submissions or incomplete documentation. Print, count, sort and pack examination papers under supervision, following security procedures. Distribute approved examination and invigilation schedules and authorised updates. Carry out examination-script handovers to authorised persons and record quantities issued and returned. Report discrepancies immediately to the College Administrator. Enter approved results information and prepare results documents as instructed. Distribute results only after authorisation. Maintain confidentiality throughout examination preparation, processing and publication. 3. Student records and Learning Management System support Prepare and distribute student registers as instructed. Receive and file attendance records and other student information supplied by authorised staff. Check records for missing entries or documents and report gaps to the College Administrator. Update student profiles using authorised information. Check student files against the approved checklist, request missing documents and report unresolved gaps. Enter approved student information into the Learning Management System and process enrolments as delegated. Enter approved programme, class, course and lecturer allocations when instructed. Process authorised changes and maintain supporting records so that entries can be checked. Report discrepancies, access problems and suspected errors promptly. Protect student information and observe access restrictions. 4. Recruitment and admissions processing Receive and log applications. Check document completeness against the approved application requirements. Prepare applicant lists and supporting documents for review. Arrange approved test and interview bookings. Prepare venues, materials, attendance lists and registration documents. Communicate approved test, interview, admission and registration information. Maintain records of applicant communications and responses. Refer questions about eligibility, selection decisions or exceptions to the College Administrator. 5. Compliance records Maintain the master compliance calendar using requirements, deadlines and responsible staff confirmed by the College Administrator. Send agreed reminders and flag approaching deadlines, missing documents and overdue actions. Maintain TEVETA and statutory files, including records relating to Council Tax, Health Certificates, the Ministry of Community Development and Ministry of Lands. Collect and compile supporting documents for the College Administrator’s review. Record teaching-file inspection dates, completion and follow-up actions using information supplied by authorised staff. Prepare application forms and inspection paperwork as instructed. File approved submissions, correspondence, certificates and payment confirmations. Refer questions about regulatory requirements to the College Administrator. 6. Policy and First Aid training support Arrange approved training venues, materials, invitations and attendance lists. Send agreed reminders to staff, students and facilitators. Maintain policy-training attendance and acknowledgement records. Flag missing attendance records or policy acknowledgements. Support approved First Aid training arrangements. Maintain certificate and expiry-date records and flag approaching renewal dates. Report incomplete arrangements or outstanding documentation to the College Administrator. 7. College activities and student welfare support Complete assigned bookings, invitations, materials preparation and attendance lists for orientation, seminar week, graduation and other approved activities. Maintain preparation checklists and report outstanding arrangements. Prepare graduation guest lists, programme documents and materials using approved information and the authorised graduation list. Prepare confidential student welfare documents and meeting records when requested. Refer student welfare concerns through the agreed reporting route. Maintain confidentiality when handling welfare or disciplinary information. 8. Office supplies and purchasing support Carry out stock checks and maintain records of office supplies received, issued and remaining. Prepare replenishment requests for the College Administrator’s review. Flag shortages, damage and stock discrepancies. Prepare purchase documentation and obtain quotations when instructed. Place orders only after approval and instruction from the College Administrator. Check deliveries against approved orders, record receipt and report discrepancies. Compile and forward supporting payment documents as instructed. File purchase and payment records using the agreed system. 9. Fleet and insurance records Maintain vehicle booking and mileage records and record allocations approved by the College Administrator. Update the vehicle inspection, servicing and maintenance schedule under the College Administrator’s direction. Send agreed reminders and flag approaching or overdue inspections, servicing and repairs. Record reported vehicle faults and promptly notify the College Administrator. Prepare approved bookings and supporting paperwork for inspections, servicing and repairs. Update work-status records using information confirmed by the College Administrator or Senior Lecturer. File inspection findings, servicing and repair records, and technical confirmations supplied by the Senior Lecturer. Report missing records or outstanding documentation to the College Administrator. Maintain the college insurance register and renewal calendar. File approved policies, schedules, renewal documents and payment confirmations. Flag approaching insurance renewal dates and missing documentation. 10. Other administrative support Provide other reasonable administrative support assigned by the College Administrator within the scope of the role. Suggest practical improvements to filing, checklists and routine office processes for the College Administrator’s consideration. Scope of authority The Administrative Assistant is responsible for the accuracy, confidentiality and timely completion of assigned tasks. The College Administrator sets priorities, allocates work, checks completion and resolves exceptions. The Assistant may request missing documents, send agreed reminders, follow up agreed actions and communicate approved information on the College Administrator’s behalf. Unresolved delays or concerns must be reported to the College Administrator. The Assistant has no authority to: Supervise staff or independently allocate their work. Make admissions, academic, welfare or disciplinary decisions. Approve teaching allocations, alter marks or approve results. Approve expenditure, purchases, repairs or insurance arrangements. Independently allocate vehicles or authorise their return to use following a safety concern. Interpret regulatory requirements on behalf of MfA. Change policies or make external commitments on behalf of the college. Qualifications and competencies Certificate or Diploma in Business Administration, Office Administration or a related field. Good written and spoken English, including the ability to prepare clear emails, letters and minutes. Competence in Microsoft Word, Excel, email and electronic filing. Ability to learn and use the college’s Learning Management System. Attention to detail, organisation and accurate data-entry skills. Reliability and ability to follow instructions, prioritise assigned tasks and meet deadlines. Professional conduct, discretion and respect for confidentiality. Commitment to MfA’s Christian mission and values. Previous administrative experience, particularly in education, is desirable. Key result areas Effective day-to-day support to the College Administrator. Accurate, current and accessible records. Correctly prepared documents and professional routine communication. Accurate completion of delegated LMS updates. Secure handling of examination, student and staff information. Current compliance, training, stock, fleet and insurance records. Timely reminders, follow-up and reporting of gaps or overdue actions. Reliable practical support for recruitment, training and college activities. Assigned work completed on time and submitted for review where required. To apply: Submit your CV and cover letter to apply@mechanicsforafrica.com by 11th November 2027. Interviews will be conducted on 18th November 2027. Only shortlisted candidates will be contacted. Application email: jobs@mechanicsforafrica.comRequirements
required and promptly make agreed corrections. Receive visitors and respond courteously to routine enquiries using approved information. Refer complaints, sensitive enquiries and matters requiring decisions to the College Administrator. Prepare routine letters, emails, notices, forms and other documents as assigned. Maintain organised electronic and paper filing systems, following confidentiality and access procedures. Arrange meeting venues and materials, circulate agreed documents and take minutes when assigned. Submit draft minutes for review and file approved minutes and reports. 2. Examination processing Maintain examination submission checklists and send reminders agreed by the College Administrator. Receive, log and securely file examination documents and Peer-to-Peer Quality Assurance forms. Flag missing submissions or incomplete documentation. Print, count, sort and pack examination papers under supervision, following security procedures. Distribute approved examination and invigilation schedules and authorised updates. Carry out examination-script handovers to authorised persons and record quantities issued and returned. Report discrepancies immediately to the College Administrator. Enter approved results information and prepare results documents as instructed. Distribute results only after authorisation. Maintain confidentiality throughout examination preparation, processing and publication. 3. Student records and Learning Management System support Prepare and distribute student registers as instructed. Receive and file attendance records and other student information supplied by authorised staff. Check records for missing entries or documents and report gaps to the College Administrator. Update student profiles using authorised information. Check student files against the approved checklist, request missing documents and report unresolved gaps. Enter approved student information into the Learning Management System and process enrolments as delegated. EntExplore related jobs in Zambia
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