Background

The Association of Southern African National Roads Agencies (ASANRA) comprises National Road Agencies/Authorities, or Government Departments responsible for road infrastructure, traffic policy and regulatory reforms of SADC Member States. The Association was established in March 2001 in line with the SADC Protocol on Transport, Communications and Meteorology. ASANRA’s main goal is to enhance regional policy coordination and road transport systems integration in order to improve intra-regional road transport efficiency and lower transport costs.

ASANRA is looking for a suitably qualified and experienced candidate to fill the position of Administration Assistant tenable at its Secretariat in Lilongwe, Malawi. The Administrative Assistant will report to the Finance and Administration Officer and will be responsible for providing administrative, clerical, financial, logistical and operational support to ASANRA. The successful candidate will play a key role in ensuring efficient office operations, coordinating events and meetings, supporting communication and stakeholder engagement activities, maintaining records, and assisting with resource mobilization initiatives within the prescriptions of ASANRA policies and regulations

Responsibilities

Reporting to the Finance and Administration Officer the Administration Assistant will specifically be responsible for:

• Manage reception services, telephone communications, correspondence and mail.
• Maintain efficient filing and records management systems, both physical and electronic.
• Ensure office equipment and supplies are properly maintained and managed.
• Assist in procurement processes and inventory management.
• Support petty cash administration and preparation of payment vouchers.
• Coordinate meetings, workshops, conferences and other organizational events.
• Assist with travel and logistical arrangements for staff and stakeholders.
• Support management of the ASANRA website, digital platforms and organizational communications.
• Maintain stakeholder, partner and donor databases.
• Assist in fundraising, sponsorship, partnership development and other resource mobilization initiatives.
• Perform any other duties as may be assigned by management.

Qualifications and Experience

The desired candidate will have the following qualifications, experience, knowledge, skills and abilities: –

• Advanced Diploma in Secretarial Studies, Business Administration, Public Administration or related field; Degree will be an added advantage.
• Minimum of two (3) years’ relevant work experience in a similar position.
• Excellent written and spoken English communication skills.
• Computer literacy with proficiency in Microsoft Office applications and internetbased tools.
• Strong organizational, interpersonal , multitasking skills and ability to work in a team.
• Knowledge of event coordination, digital communications and stakeholder engagement will be an added advantage.
• Possession of a valid SADC Motor Vehicle Driving Licence will be an added advantage.

• Manage reception services, telephone communications, correspondence and mail.
• Maintain efficient filing and records management systems, both physical and electronic.
• Ensure office equipment and supplies are properly maintained and managed.
• Assist in procurement processes and inventory management.
• Support petty cash administration and preparation of payment vouchers.
• Coordinate meetings, workshops, conferences and other organizational events.
• Assist with travel and logistical arrangements for staff and stakeholders.
• Support management of the ASANRA website, digital platforms and organizational communications.
• Maintain stakeholder, partner and donor databases.
• Assist in fundraising, sponsorship, partnership development and other resource mobilization initiatives.
• Perform any other duties as may be assigned by management.

• Excellent written and spoken English communication skills.
• Computer literacy with proficiency in Microsoft Office applications and internet-based tools.
• Strong organizational, interpersonal , multitasking skills and ability to work in a team.
• Knowledge of event coordination, digital communications and stakeholder engagement will be an added advantage.
• Possession of a valid SADC Motor Vehicle Driving Licence will be an added advantage.

• Advanced Diploma in Secretarial Studies, Business Administration, Public Administration or related field; Degree will be an added advantage.