BACKGROUND

The National AIDS Commission (NAC) is a body corporate established in 2001 and reconstituted through the HIV and AIDS (Prevention and Management) Act No. 9 of 2018 with new functional roles. The Act mandates NAC to coordinate and provide leadership for the implementation of the National response to HIV and AIDS in Malawi.

An opportunity has arisen to engage qualified persons of Malawian origin to fill vacant positions tenable at NAC Office in Lilongwe.

NAC, therefore, invites applications from suitable candidates to fill the positions of:

ADMINISTRATIVE ASSISTANT – Permanent

Grade: N6

Reporting to: Assistant Administration Officer

Purpose of the job:

To provide secretarial services to the Director and/or Directorate

Duties and Key responsibilities

• Taking dictation, transcription, and composing correspondence for the Department and Division.
• Maintaining the Director’s diary.
• Handling telephone calls for the Department or Division
• Arranging appointments and engagements and assisting in planning the Director and Department officers’ itinerary.
• Making and coordinating the Director’s travel arrangements.
• Filing the Director’s business correspondence.
• Participating in preparing, collating, distributing Commission packs to Commissioners and Ex-officials.
• Participating in the making logistical arrangements for Commissioners.
• Controlling and monitoring Utility usage of telephones, consumables/ refreshments, and stationary in the Directorate Consolidating work progress reports.
• Welcoming visitors for the Director and other staff within the Department.
• Operating office equipment.
• Any other duties as assigned

Academic, Professional Qualifications and Experience

The applicant should possess the following;

• Minimum of Diploma in Secretarial Studies and Shorthand Certificate of 120 words per minute; plus
• At least three (3) years practical experience in the relevant field.

Personal Specification

• Good written and spoken English;
• Good interpersonal skills and courteous;
• Ability to use various operating office machines and equipment;
• Be computer literate in Microsoft Word and ability to use the Internet.
• Ability to communicate effectively with people of different levels.
• Willingness to work after normal working hours and during weekends.
• Having excellent oral and written communications skills

• Taking dictation, transcription, and composing correspondence for the Department and Division.
• Maintaining the Director’s diary.
• Handling telephone calls for the Department or Division
• Arranging appointments and engagements and assisting in planning the Director and Department officers’ itinerary.
• Making and coordinating the Director’s travel arrangements.
• Filing the Director’s business correspondence.
• Participating in preparing, collating, distributing Commission packs to Commissioners and Ex-officials.
• Participating in the making logistical arrangements for Commissioners.
• Controlling and monitoring Utility usage of telephones, consumables/ refreshments, and stationary in the Directorate Consolidating work progress reports.
• Welcoming visitors for the Director and other staff within the Department.
• Operating office equipment.
• Any other duties as assigned

• Good written and spoken English
• Good interpersonal skills and courteous
• Ability to use various operating office machines and equipment
• Computer literate in Microsoft Word
• Ability to use the Internet
• Ability to communicate effectively with people of different levels
• Willingness to work after normal working hours and during weekends
• Excellent oral and written communications skills
• Shorthand 120 words per minute

• Diploma in Secretarial Studies
• Shorthand Certificate of 120 words per minute