An opportunity is available for a suitably experienced Administrative Assistant in Malawi.
The incumbent will serve as Administrative Assistant at Public Affairs Section (PAS). Supporting representational events and visitors - helps plan events, monitors cash for events, monitors event supplies, coordinates event attendance, maintains event guest lists, receives and records visitors, assist with general correspondence, cables, e-mail, data collection and record keeping, serves as control officer.
MAJOR DUTIES AND RESPONSIBILITIES:
Receptionist:
- Attend to visitors
- Answer phone calls
- Pick up, sort and distributes mail
- Working with records by using the alphabetic, numeric, and alphanumeric classification systems to sort given records and grant filing
Contact List Database:
- Assist Program Support Manager in managing and updating the Contact list Database
- Acts as the primary Time Keeper: prepares PAS Time and Attendances
Planning functions:
- Assist PAO in planning events, particularly in working with CMR or DCMR or PAOR personnel in order to plan the guest list; menu; buy the food and drinks, and ensure that there are enough servers to support the event
- Assist PAO in preparing the vouchers and assist PAO in keeping track of the vouchers to ensure prompt reimbursement
- Plan and schedule meetings, recording meetings using standard recognized steps
- Schedules PAS auditorium and makes follow up calls to invitees
Assist Program Managers in making Business Travel Arrangements for Speakers
- Plan a business trip (Airline and accommodation airline arrangement, hotel)
- Identify the main considerations for international and local travel
- Prepare the vouchers
Preparing written materials:
- Prepares briefing materials, drafts documents, facilitates agendas and follow-up from meetings, processes meeting notes, produces weekly activity reports, reviews newsletters, processes information requests, maintains procedure manuals, facilitates required reports, etc.
- Managing office - supports emergency response processes, ensures security of classified information, integrating with local culture - learns culture, develops relationships, participates in local organizations, etc.
Procurement:
- Assist Program Support Manager organizing PAS procurements.
- Enter items in ariba; making follow-ups on purchase orders until the items arrive
- Monitoring and maintaining office supplies
Performs other duties as assigned
POSITION ELEMENTS:
Supervision Received:
- Program Support Manager
Supervision Exercised:
- None
Available Guidelines:
- 3 FAM
Exercise of Judgment:
- Sound judgement within a range determined by the incumbent and superiors, the incumbent exercises independent judgment in planning and follows up on program actions and other assignments
- The incumbent will exercise significant judgment especially on issues of protocol and logistics
Authority to Make Commitments:
- None
Nature, Level, and Purpose of Contacts:
- High level to low level professional, political and other local contacts
- Maintains a wide range of contacts within the Mission, and other PAS counterparts
Time Expected to Reach Full Performance Level:
- One year
MINIMUM REQUIREMENTS:
Education:
- Completion of secondary (high) school is required
Prior Work Experience:
- Three (3) years of progressively responsible clerical, administrative or secretarial experience, with an emphasis on customer service and computer skills is required
Language Proficiency:
- Good working knowledge (Level 3) of English
Knowledge Skills and Abilities:
- Knowledge of computer software packages (Microsoft Office Suite), such as word processing, spreadsheets, presentations, and databases is required
- Basic typing skills are required
- Ability to communicate effectively, both orally and in writing required
