Background

Banja La Mtsogolo (BLM) is a Malawian Non-Governmental Healthcare Organization established in 1987. BLM provides quality Family Planning and Reproductive Healthcare services, including HIV/AIDS information and interventions. BLM is a senior member of the Marie Stopes International (MSI) Partnership, which operates in 43 countries.

We exist to improve the quality of life in Malawi through family planning and reproductive healthcare services. We serve over 800,000 clients annually and make a significant contribution to national family planning objectives. The organization has national coverage, operating through 23 clinics and numerous outreach clinic sites.

Role Purpose

The Administrative Assistant will be responsible for front office client management and providing general secretarial and administrative support to the clinic team, while delivering excellent customer care in line with MSI/BLM policies and procedures.

Key Responsibilities

• Receive and welcome all visitors to the centre courteously, maintaining a polite and professional manner.
• Maintain a tidy and well-organized reception area at all times.
• Assist the Centre Manager/Nurse Provider with client registration and collection of fees.
• Participate in daily operations, working collaboratively with team members to ensure smooth running of the centre.
• Collect and accurately record daily client/service data in the appropriate registers.
• Capture data using required systems (e.g., EHR).
• Ensure all income collected is secured and banked safely.
• Manage petty cash in accordance with organizational procedures.
• Ensure effective stock management for the centre/clinic.
• Maintain an inventory of organizational assets, report discrepancies, and take corrective action in consultation with the Centre Manager.
• Ensure all received bills are promptly submitted to the Support Office for payment processing.
• Assist the Centre Manager with compiling monthly centre reports.
• In conjunction with the Centre Manager, support cost-reduction initiatives aimed at sustainability.
• Provide clerical support, including typing, filing, and photocopying.
• Assist the Centre Manager in ensuring clinical governance.
• Perform any other duties as assigned by the Centre Manager from time to time.

Skills, Qualifications and Experience

• Minimum of a Diploma in Business Management or a related field.
• A Tertiary Certificate in Office Management or training in Front Office Management will be an added advantage.
• Minimum of one (1) year experience in office administration within the business or NGO sector is essential.
• Excellent written and spoken English and Chichewa.
• Advanced computer proficiency in MS Word, Excel, Outlook, and PowerPoint.
• Ability to establish and maintain effective working relationships with clients and team members.
• Must be pro-choice.

• Receive and welcome all visitors to the centre courteously, maintaining a polite and professional manner.
• Maintain a tidy and well-organized reception area at all times.
• Assist the Centre Manager/Nurse Provider with client registration and collection of fees.
• Participate in daily operations, working collaboratively with team members to ensure smooth running of the centre.
• Collect and accurately record daily client/service data in the appropriate registers.
• Capture data using required systems (e.g., EHR).
• Ensure all income collected is secured and banked safely.
• Manage petty cash in accordance with organizational procedures.
• Ensure effective stock management for the centre/clinic.
• Maintain an inventory of organizational assets, report discrepancies, and take corrective action in consultation with the Centre Manager.
• Ensure all received bills are promptly submitted to the Support Office for payment processing.
• Assist the Centre Manager with compiling monthly centre reports.
• In conjunction with the Centre Manager, support cost-reduction initiatives aimed at sustainability.
• Provide clerical support, including typing, filing, and photocopying.
• Assist the Centre Manager in ensuring clinical governance.
• Perform any other duties as assigned by the Centre Manager from time to time.

• Excellent written and spoken English and Chichewa.
• Advanced computer proficiency in MS Word, Excel, Outlook, and PowerPoint.
• Ability to establish and maintain effective working relationships with clients and team members.

• Minimum of a Diploma in Business Management or a related field.
• A Tertiary Certificate in Office Management or training in Front Office Management will be an added advantage.
• Must be pro-choice.