Embassy of Ireland Zambia
VACANCY- Head of Administration
Embassy of Ireland, Lusaka
Our mission is to promote and protect abroad the values, interests and economic well-being of
Ireland and its people. We do this under the political direction of our Ministers, through our staff
at home and through our Embassy network abroad.
The Embassy is seeking to recruit an experienced, resourceful and dynamic person with a strong
record of previous experience in a similar environment to fill the role of Head of Administration at the
Embassy. Only those applicants that meet the essential requirements below, including an Honours
Degree and at least five years’ management experience, will be considered.
The Head of Administration is a senior role at the Embassy and part of its senior leadership team. The
Head of Administration will ensure that the Embassy systems perform to the highest standard,
providing a high quality, consistent and efficient level of service according to the accountability
standards set out in the policies of the Department of Foreign Affairs, Ireland.
The Head of Administration will be required to manage the various processes employed by the
Embassy in its strategy delivery, operational management, public services delivery, financial
management processes and its internal administration. The Head of Administration will lead and
coordinate a team of five Administration Officers (and further supporting staff) who provide shared
administrative services that include programme and grant support, procurement, financial
management support, event hosting and visits, information management, communications, consular
and citizen services, property maintenance and executive assistance.
The Head of Administration will be required to understand the wider work of the Embassy, to
contribute to the Embassy’s strategy and business planning and, more broadly, with the Department
of Foreign Affairs of Ireland High Level Goals and Objectives.
Roles and Responsibilities:
The precise range of duties will vary over time according to the needs of the Embassy, but will
include the following:
Administration and General Management
• Assign, delegate and share roles equitably across Administration Officers ensuring all functions
are backed-up with adequate training;
• Cooperate and coordinate with other senior managers in the performance management of
Administration Officers;
• Ensure that systems are in place to proactively manage the Embassy properties;
• Lead important projects as appropriate, for example event organisation, official visit
management and property refurbishment;
• Be the focal point for external expert advisors and consultants, in particular on legal services
related to employment contracts and property;
• Manage administrative diplomatic matters with the Protocol Division of the Ministry of
Foreign Affairs and other Government of Zambia agencies;
• Manage the administration budget of the Embassy effectively on value for money principles;
• Manage and oversee the Embassy’s ITC infrastructure and equipment.
Human Resources Management
• Ensure the Embassy is compliant with Zambian labour legislation and with the Department of
Foreign Affairs / local staff policies and procedures in human resource management, including
its Human Resources Strategy and Implementation Plan;
• Ensure that the assignment and development of human resources is optimised for delivery of
the Embassy’s strategy across all areas, including planning for future needs;
• Manage the planning and systems of staff recruitment, induction, orientation, performance,
contracts and training according to local staff policies;
• Ensure that all managers conduct meaningful and timely probation management and
performance management;
• Build a strong learning and development focus through performance management and other
systems – collate, plan and deliver training needs in consultation with other managers;
• Manage key service providers such as legal, pension, health insurance and other key HR and
operational consultancies;
• Develop and deliver initiatives to promote resilience, well-being and adaptation to change;
• Administer payroll and oversee the maintenance of employee records;
• Manage grievance and disciplinary procedures according to policies and legal requirements.
Senior Management and Leadership
• Provide expert general and administrative management advice and input to the Embassy’s
activities through the Senior Management Team and other management working groups;
• Input into business plans, annual work plans and individual performance planning at the
Embassy and monitor compliance with these plans;
• Lead on compliance and operational risk management in senior management meetings and in
the identification and delivery of risk management controls and actions;
• Contribute to strategic planning and review processes, ensuring that the general operational
management work of the Embassy is accurately represented and adequately resourced;
• Chair the Task Team that leads delivery of the Embassy’s work on high performance through
systems and operational excellence in an action oriented and accountable way.
Essential Requirements candidates must be able to demonstrate:
• A Management-related qualification at Honours Degree level or higher;
A minimum of at least five years’ experience at a senior middle-management level with full
responsibilities for Corporate Services and/or organisational operations;
• Extensive experience in the planning and implementation of Human Resource Management
systems, performance management systems, payroll and related, as well as the ability to
analyse, interpret and explain the legal framework regulating employment in Zambia;
The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong
organizational skills, attention to detail, able to work under pressure and to manage multiple
tasks;
• Excellent ICT, written and oral communication skills;
Fluency in English;
• Demonstrated experience in financial systems and project and change management;
• Proven record showing a very high degree of integrity and trust and showing leadership and
interpersonal skills;
All applicants must have a permanent legal right to live and work in Zambia on applying.
Desirable:
• At least five years’ relevant experience working with government, non-Government,
Embassies, development agencies or similar environment;
• Familiarity with the key principles and practice of diplomacy and development cooperation
effectiveness;
• Tactful negotiation and mediation skills and the ability to work independently and as part of a
team.
Terms and conditions of employment:
• The contract is permanent and pensionable
• Full-time working hours are 39.5 hours per week. Occasional late working or attendance at
work-related events outside of working hours is required. Occasional travel outside Lusaka
may be required. No overtime is paid.
• The annual salary, including housing allowances, is ZMW 648,407.88 with a six point
incremental scale on satisfactory performance.
• Statutory deductions taken at source include personal income tax (PAYE), National Health
Insurance (NHIMA – employee’s contribution), National Contributory Pension (NAPSA –
employee’s contribution).
• Benefits include a Staff Medical Insurance Scheme and a private Pension Scheme of 15% of
gross salary.
• Probation is according to the Zambian Employment Code Act, 2019 (three months with
possible three-month extension) and any future amendment or other applicable legislative
provision. A performance management system is also in place.
How to apply
The Job Description and Application Form for this position are available on our website
www.dfa.ie/zambia
Completed application forms should be sent via e-mail only to RecruitmentLusaka@dfa.ie, with
the subject line Head of Administration Vacancy.
Applications must be received before 16:30 hrs. (Local time) on 9th April, 2024
No applications will be accepted after this deadline.
Please note that only short listed applicants will be contacted.
Selection Process:
Depending on the number of applications received, a short-listing of candidates to be called
for a competency-based interview may be undertaken based on the Essential/Key
Requirements above;
It is planned that interviews will be held in person during the month of April 2024.
A skills test may be included in the recruitment process;
A second interview may be included in the recruitment process; and
A panel may be set up depending on the calibre of candidates for current and future
vacancies.
General Data Protection Regulation:
All personal information received will be kept in line with GDPR guidelines.
Security Clearance
Police security clearance will be sought in respect of individuals who come under consideration for
appointment. Enquiries may also be made with the police force of any country in which the applicant
under consideration for appointment resided. If unsuccessful, this information will be destroyed. If
the applicant subsequently comes under consideration for another position, they will be required to
supply this information again.
Please note that canvassing will disqualify applicants.
The Embassy of Ireland, Lusaka is committed to a policy of Equal Opportunity