About Splash

Splash is a global nonprofit organization founded in 2007, headquartered in Seattle, Washington, USA. Since 2007, we have completed more than 2,500 projects that serve over 1.2 million children each day. Currently focused on cities in East Africa, Splash delivers the clean water, clean toilets, and dignified menstrual health resources that every child deserves through comprehensive water, sanitation, hygiene, and menstrual health (WASH-M) services and behavior change programs across 100% of a city’s public schools.

Our distinctive model transforms entire cities, starting at the school water fountain, by shifting systems, infrastructure, and behaviors in partnership with local governments and communities. We start by building relationships with the local stakeholders responsible for education, health, and water management, and we negotiate financial commitments that support a full transition of operations and maintenance to local leadership.

Our vision is global impact without Splash, made possible through partnerships with national governments, co-creation with local communities, and replication far beyond our day-to-day involvement.

In 2019, we began testing and refining Project WISE (WASH in Schools for Everyone), a cost-effective and replicable blueprint designed to reach 100% of public schools in fast-growing, complex cities in partnership with local governments and community leaders. In five years, we achieved our goals in Ethiopia and India, and we began our next phase of expansion in East Africa in 2025.

Our core values guide everything we do, including every hiring decision we make. They are:

People – People first. People second. People third.

Quality – Beautiful products that function and last.

Honesty – No drama, no surprises, no BS.

Joy – Kids at heart, seeing potential everywhere.

Mistakes – Make them, don’t repeat them.

Splash values the unique skills and experiences everyone brings to the organization, and we are committed to creating and maintaining an inclusive and accessible environment for everyone. We provide equal employment opportunities to all employees and qualified applicants for employment. To learn more, please visit splash.org.

The Job

Job title: Office Assistant – Zambia Line manager / Reports to: Finance and Administration Manager Location: Lusaka, Zambia The Job: Full-time, office-based

Position Overview

The Office Assistant will provide day-to-day administrative, logistical, and operational support to ensure the smooth running of the Splash Zambia office. The role will support the Finance and Administration Manager with office administration, errands, meeting logistics, travel coordination, office supplies, document handling, and coordination of support services such as cleaners and link with security staff. The post-holder will play an important role in maintaining an organized, professional, safe, and welcoming office environment.

Roles & Responsibilities

1. Office Administration Support

• Provide general office support, including filing, photocopying, scanning, printing, binding, and document organization.
• Maintain orderly physical and electronic filing systems for administrative documents.
• Support the preparation, collection, and submission of routine administrative paperwork.
• Receive, sort, and distribute incoming mail, packages, and office correspondence.
• Ensure documents requiring signatures or delivery are processed promptly and accurately.
• Assist with updating office trackers, contact lists, schedules, and administrative records.

2. Meeting and Calendar Coordination

• Support the scheduling and coordination of internal meetings, external meetings, and appointments.
• Prepare meeting rooms, including seating arrangements, refreshments, stationery, and equipment setup.
• Follow up on meeting logistics, confirmations, venue readiness, and visitor arrangements.
• Support minute-taking or note capture for selected meetings where required.
• Help maintain shared office calendars for meetings, travel, and key office activities.

3. Travel and Logistics Support

• Assist with coordinating local and out-of-town travel arrangements for staff and visitors, including transport, accommodation, and meeting schedules.
• Prepare travel logistics packs and ensure relevant bookings, confirmations, and contact details are shared on time.
• Support the Finance and Administration Manager to track travel plans, itineraries, and related documentation.
• Liaise with service providers, drivers, couriers, and hotels as directed.
• Help ensure travel requests and supporting paperwork are properly filed.

4. Office Maintenance and Service Coordination

• Coordination and oversight of the day-to-day work of cleaners and link with security staff to ensure the office remains clean, presentable, safe and functional.
• Monitor office cleanliness, hygiene, and basic workplace standards, and escalate issues promptly.
• Check availability of office supplies, kitchen supplies, and cleaning materials, and notify the Finance and Administration Manager when replenishment is needed.
• Assist in monitoring the condition of office equipment, furniture, and common areas, and report repairs or maintenance needs.
• Support office opening and closing routines as assigned.

5. Errands and Messenger Support

• Conduct official office errands in a timely and professional manner, including banking, collection and delivery of documents, purchasing approved items, and dispatch of correspondence.
• Support the collection of quotations, invoices, receipts, and other documents from vendors or service providers as instructed.
• Deliver and collect documents from government offices, partners, suppliers, and other stakeholders when required.
• Ensure all errands are properly logged and supporting documents returned to the office.

6. Support to Finance and Administration Processes

• Support the Finance and Administration Manager with basic administrative aspects of procurement and payment processing.
• Assist with collecting invoices, receipts, delivery notes, and other supporting documentation.
• Help maintain simple inventory and stock records for office supplies and consumables.
• Support petty cash documentation, reimbursement paperwork, and filing, strictly in line with Splash policies and assigned authority levels.
• Assist with office asset management through tagging, asset audits, stock checks, and record updates when required.
• Maintain confidentiality and proper custody of documents at all times.

7. Front Office and Visitor Support

• Receive visitors courteously and direct them appropriately.
• Answer and route telephone calls and basic office enquiries in a professional manner.
• Ensure visitors are attended to promptly and meeting hosts are informed of arrivals.
• Help create a professional, welcoming office environment that reflects Splash’s values and standards.

8. Compliance, Safeguarding, and Other Duties

• Carry out all duties in line with Splash policies, including safeguarding, child protection, code of conduct, anti-fraud, and workplace safety requirements.
• Maintain high standards of honesty, professionalism, confidentiality, and respectful conduct.
• Undertake any other reasonable duties assigned by the Finance and Administration Manager or other authorized supervisor in support of office operations.

Qualifications

• Full Grade 12 School Certificate.
• Certificate or Diploma in Business Administration, Office Administration, Secretarial Studies, Public Administration, or a related field is an added advantage.
• At least 3 years’ relevant work experience in an office assistant, administrative assistant, receptionist, or similar support role.
• Experience working in an NGO, development organization, consultancy, school, or professional office environment will be an advantage.
• Experience coordinating meetings, handling office errands, managing supplies, and supporting travel logistics is desirable.

The Ideal Candidate

• Good organizational and time-management skills.
• Strong attention to detail and ability to keep records in order.
• Ability to prioritize tasks and work under minimum supervision.
• Good interpersonal skills and a courteous, service-oriented approach.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Good written and spoken English.
• Computer literacy, including Microsoft Word, Excel, Outlook, and basic document management.
• Ability to work collaboratively with staff, service providers, and external stakeholders.
• Honest, dependable, punctual, and professional.

Added Advantages

• Valid driver’s license or ability to ride / drive for office errands, where legally authorized, would be an advantage.
• Familiarity with NGO administrative procedures, procurement support, or finance documentation would be an advantage.
• Experience supporting a busy multi-person office with visitors, meetings, and logistics.

Key Working Relationships

• Report to Finance and Administration Manager
• Country Director
• Program staff and technical teams
• Cleaners, drivers, couriers, security and other support service providers
• Vendors, hotels, travel providers, and office maintenance providers
• Government and partner offices, as relevant to official errands

Performance Expectations

The Office Assistant will be expected to:

• Maintain a clean, orderly, and well-supported office environment.
• Ensure errands, document movements, and logistical tasks are completed accurately and on time.
• Support efficient coordination of meetings and travel.
• Demonstrate professionalism, reliability, confidentiality, and strong customer service.
• Contribute positively to the efficiency and reputation of the Splash Zambia office.

Safeguarding and Conduct

Splash is committed to safeguarding children and vulnerable persons and expects all staff to uphold the highest standards of conduct, integrity, and accountability. The successful candidate will be required to comply with all Splash safeguarding, code of conduct, and anti-fraud policies. This reflects Splash’s stated child-focused model and organizational policy framework.

Compensation & Benefits

• 11 paid public holidays.
• 21 days of paid leave (increasing by 2 days each year up to 28 days).
• Wellness Fridays (reduced working hours).
• Two company-wide breaks (July and December).
• Medical, dental, and vision coverage.
• Employer contributions to a pension fund
• A joyful, inclusive, and mission-driven culture.

How to Apply

Interested candidates should submit their CV and cover letter via Rippling, outlining relevant experience and motivation for applying.

If this sounds like you — a bold, collaborative, and values-driven leader ready to make a lasting impact — we’d love to hear from you. Join us in bringing clean water, clean hands, and clean toilets to every child in Ethiopia, Zambia and Malawi 💧