Background

UNC Project, a biomedical research, training and service organization based in Lilongwe, invites applications from suitably qualified and experienced individuals to fill the following position:

ADMINISTRATIVE ASSISTANT

The Administrative Assistant will serve as the Executive Secretary to the Country Director and the Management team. She/he is responsible for processing of internal and external correspondence and distribution and control on the flow of mail. She/he ensures that administration support services for core staff are provided for, including typing or drafting of reports, documents, letters, and photocopying/scanning of documents. She/he makes sure that the offices of the Country Director and the Management team have an effective filing system. The Administrative Assistant is also responsible for ensuring calm and smooth running of the offices, for a conducive working environment.

Specific Duties/Responsibilities

Administrative Support

• 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

Logistical Support

• Assist in visa and medical license applications,
• Assist in making reservations for flights, conference rooms and accommodations.

Communication

• 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

Supplies and Utilities

• 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,

Maintenance

• 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.

General

• 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.

Qualifications and Experience

• 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

Required Skills

• 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

• 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.

• 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

• 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