ADMINISTRATIVE ASSISTANT – UNC Project Malawi

Key Responsibilities

• Provide administrative and logistical support services including typing, drafting reports, letters, schedules and other documents, for internal or external correspondence, confidential or otherwise,
• Schedule appointments/meetings
• Maintain an effective filing system for the Country Director and the Management team,
• Assist in medical license applications,
• Take minutes during meetings, organizing and distributing them with minimal delay,
• Assist in safeguarding all office equipment and other supplies,
• Make a list of action items agreed in team meetings, maintaining a log and following up with action officers to expedite action, and reporting in future meetings on status
• Collaborate with Administration Department on administrative issues
• Attend to some administrative issues in the absence of the Administrative Officer
• Assist in visa and medical license applications,
• Assist in making reservations for flights, conference rooms and accommodations.
• Prepare responses to correspondence containing routine inquiries,
• Help to interpret administrative and operating policies and procedures for employees,
• Ensure effective and efficient channels of communication,
• Ensure public notices in the media that may be of interest to staff are shared timely with Management and Administration staff
• Perform general office duties such as ordering supplies, maintaining records management systems and performing basic bookkeeping,
• Track bills for office utilities so that no disconnections are experienced,
• Assist in reporting faults requiring maintenance
• Help to coordinate installation, maintenance and repairs of all equipment including telephones, photocopiers and fax machines,
• Assist in ensuring economic and prudent use of project resources.
• Demonstrate a cooperative attitude in relationships with co-workers and other personnel
• Maintain confidentiality of staff, patients, patients’ results and project operations
• Use all facilities and supplies with care and in a cost-effective manner
• Perform any other duties assigned from time to time.

Requirements

• Malawi Schools Certificate of Education Plus
• At least Diploma in Secretarial Studies / Human Resources Management/Business Administration
• At least four years’ working experience in a busy office
• Proven administrative or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Excellent interpersonal skills
• Proficiency in MS Office: Word, Excel and Outlook

How to Apply