Administration Officer, Limbe,
Reports to Finance and Administration Manager
The Administration Officer reports to the Finance and Administration manager ad is responsible for providing administrative and clerical services, he/she will make sure the operations of GAIA Malawi are maintained in an effective and efficient manner
Generating and formulating equipment and vehicle reports and records, Maintain accurate, current inventories of equipment and/or supplies, Providing technical support and assistance in utility monitoring, Coordinate the usage, insurance and repairs of office equipment and vehicles, Obtains and when assigned, evaluates bids and recommends the award of bids, Prepares requisitions and local purchase orders, designs, organises and maintains specialised and custom forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility, Coordinates arrangements and sets up trainings and workshops, which include bookings, confirmations and transport arrangements, Coordinates all travel arrangements for GAIA staff and visitors, both local and international, Coordinates the logistical operations of GAIA Offices, Maintain confidential records and files, maintaining and updating files indexes, Organise meetings, prepares correspondences, drafts and types agendas, follow up on agendas resolutions and reports, Take type and distribute minutes to committee members for various meetings, Assist visitors and attend to inquiries, Ensures GAIA Offices are clean at all times, Perform other tasks a assigned by the supervisor
Diploma in Business Administration, or equivalent with an Advanced Certificate in Secretarial Studies, Experience in Human Resource Management, 5 yrs working experience in a busy office, preferably an international NGO, Knowledge of US Govt procedures, Computer literate preferably Microsoft Word, Excel, Outlook and Power Point, Good interpersonal and team building skills, Excellent analytical and problem solving skills, Effective writing, verbal and listening communication skills, Attention to detail and high level of accuracy, Very effective organisation and time management skills, Be flexible, honest and trustworthy and with sound work ethics, Ability to maintain a high level of accuracy confidentiality concerning organisation files
Suitably qualified and experienced candidates should address their applications including a detailed CV and names of 3 traceable refs to The Country Director, Global AIDS Interfaith Alliance, P O Box 51428, Limbe, or by email to finandadmin@gaiacmalawi.org Closing date for receiving applications is 31st July Only shortlisted candidates will be contacted
GAIA is an equal opportunity employer, values inclusion and a diverse workforce, All qualified applicants will receive consideration for employment.
