UbuntuNet Alliance – for Research and Education Networking
Executive Assistant to CEO – UbuntuNet Alliance
Ubuntu Net Alliance plans, builds and operates UbuntuNet, the Regional Research and Education Internet Backbone Network for eastern and Southern Africa. The Alliance is registered as a Trust in Malawi and runs as an Association of National research and Education Networks (NRENs) in the region, Currently the Alliance has 15 NREN Members across the region, but also welcomes non-for-profit transnational research and education organisations
The Alliance is seeking to engage the services of a suitably qualified candidate to fill the position of Executive Assistant to the CEO tenable at the Secretariat at Onions Office Complex in Lilongwe, to manage the day to day operational and administrative activities of the office of the CEO by organising the flow of work, prioritising incoming request, maintaining his agenda, paper work and control system and following up to enquire timely response
Assist in implementing administrative systems, procedures, and policies and monitoring administrative projects, Provide general administrative and clerical support including filing (electronic and hard copy), mailing, scanning, faxing and copying, Manage the Diary of the CEO and providing administrative and logistical support to the CEO, Track and submit reposts and supporting documents of all expenses in the Office of the CEO, assist the CEO in the organisation and servicing of statutory meetings and major events, Provide custody of the Alliance’s classified documents (staff files, MoUs etc), Assist in conducting desktop studies and preparation of documents, including reports, drafts, memos and emails, Answers and screens telephone calls, provide routines/general information on organisation, Schedule and coordinate meetings, appointments and travel arrangements for the CEO and all staff and protocol arrangement for the CEO’s guests, Maintain database of contacts and key stakeholders, Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, Serving as a member of the Ubuntunet Alliance team and performing other related duties as administrative assistance of the secretariat as may be required
At least a Diploma in Business Management/Administration, Bilingual, (English/French) or ability to work with the French language will be a considerable advantage, A minimum of 4/5 yrs proven administrative or assistance experience, Knowledge of office management systems and procedures, Excellent time management skills and ability to multi-task and prioritise work, Attention to detail and problem solving skills, Excellent written and verbal communication skills, , Strong organisational and planning skills, Proficiency in MS Office
UbuntuNet is an equal opportunity employer an offers attractive remuneration package commensurate with qualification, competence and experience of the successful candidate
interested eligible candidates should submit an application letter, complete with an updated CV, that includes names and contact information for 2 refs, These should be submitted in a single PDF or Word document attached to an email, addressed to the Finance and Administration Manager at info@ubuntunet.net no later than Tuesday 1stSeptember for more information visit www.ubuntunet.net.
