Background

The Alliance for Children Everywhere Zambia (ACEZ) is seeking a courteous, reliable, and service-oriented individual to join its Administration Department as Indoor Work Support (Cleaning, Front Desk, Stores & Administrative Support). ACE Zambia’s Headquarters is the central coordination office supporting program operations across Education, Family Strengthening, Child Protection and Mental Health initiatives and Administrative and Operational functions. The office environment requires high standards of cleanliness, professionalism, and orderliness to ensure effective work by staff, partners, and visitors.

Role Summary

This role is essential to ensuring the smooth daily functioning of the ACE Zambia Headquarters by maintaining high standards of cleanliness and sanitation, supporting front-desk reception, assisting with indoor stores handling, and carrying out basic administrative tasks.

The ideal candidate is well-mannered, organized, and able to work with minimal supervision while maintaining professionalism around staff, partners, and visitors. A strong sense of responsibility, integrity, and adherence to ACE Zambia’s safeguarding and confidentiality standards is essential for success in this role.

The Indoor Work Support staff will be stationed at ACE Zambia HQ and will work closely with the Office Assistant to ensure that office spaces remain clean, welcoming, and conducive to efficient operations.

Job Purpose

To provide high-quality indoor cleaning and sanitation services, support front desk operations, assist with the movement and basic record-keeping of office supplies, and contribute to meeting and administrative activities. Ensuring that the ACE Zambia Headquarters remains clean, orderly, professional, and welcoming for staff, partners, and visitors.

Key Responsibilities

1. Cleaning, Sanitation & Janitorial Duties

• Sweep, mop, dust, and clean all office spaces, meeting room/lounge, corridors, and shared indoor areas.
• Clean and sanitize washrooms, restock supplies (soap, tissue), and ensure the highest hygiene standards.
• Clean kitchen/tea areas and ensure cups, utensils are washed and stored neatly and surfaces are clean.
• Empty waste bins daily and maintain clean waste disposal areas.
• Clean interior windows, glass doors, and office furniture as scheduled.
• Conduct deep-cleaning tasks periodically as assigned by the Administrative Officer.
• Report maintenance issues (leaks, broken fixtures, pests, etc.) promptly.

2. Front Desk & Reception Support

• Welcome visitors courteously, verify the purpose of their visit, and notify relevant staff.
• Maintain a daily visitor register with accurate documentation.
• Assist in answering incoming phone calls and directing enquiries as needed.
• Ensure that the reception area remains tidy, organized, and welcoming at all times.

3. Stores & Office Supplies Support

• Assist with receiving, checking, and moving delivered office supplies to designated storage areas.
• Support stock handling: labelling, safe stacking, issuing items, and maintaining basic store logs.
• Participate in periodic stock counts and report discrepancies to the Administrative Officer.
• Assist with the internal movement of office supplies to meeting rooms and departments.

4. Meeting & Administrative Support

• Prepare boardroom/lounge and meeting spaces (chairs, tables, water/tea, stationery as required).
• Assist with photocopying, internal mail movement, and simple administrative tasks.
• Ensure meeting rooms are reset and cleaned after use.
• Support preparation for workshops, events, staff meetings, and visitors.

5. Safety, Orderliness & Compliance

• Handle all office information, visitor details, and documents with confidentiality.
• Maintain orderliness in all shared indoor spaces.
• Observe safeguarding principles, particularly when interacting with program beneficiaries or children on-site.
• Report any safety hazards, spills, or risks immediately.
• Perform any other reasonable duties assigned by the Administrative Officer or Office Assistant.

Qualifications, Experience, Knowledge & Skills

Minimum Academic Qualifications

• Grade 12 Certificate preferred.

Experience

• At least one (1) year of experience in cleaning, janitorial work, reception, office support, or stores assistance.

Attributes & Skills

• Courteous, respectful, and able to interact professionally with staff, partners, and visitors.
• Honest, reliable, and punctual.
• Strong attention to detail and commitment to cleanliness.
• Good communication and interpersonal skills.
• Basic numeracy and record-keeping ability.
• Able to follow instructions and work with minimal supervision.
• Physically able to carry out cleaning tasks and move light office items.
• Demonstrates confidentiality, integrity, and professionalism.
• Must uphold ACE Zambia’s safeguarding and workplace conduct standards.