Administration Assistant 111 views7 applications

FEED the Children Malawi is looking to engage the following open position in Lilongwe.

Position : Administration Assistant

Position Reports to : Administration Officer

Location : Lilongwe

Job Summary

The Administration Assistant is responsible for maintaining a clean and branded front office. The Administration Assistant will effectively manage stores in the National Office and Field Offices and provide timely support in the procurement process.

The successful candidate should have a good understanding of business functions, good communication skills, good interpersonal skills, strategic thinking, and good organizational skills.

Essential Job Functions

Key Responsibilities

Stores Management

• Implement effective inventory management by checking stock levels, projecting usage, anticipating needed supplies, placing and expediting orders
• Reorder stock based on optimum level balances on a quarterly basis before they run out
• Responsible for stock management at National Office and Field Offices
• Ensure that stores items are arranged and organized for easy tracking and recorded on bin cards
• Support and participate in regular stock-taking exercises to verify stock levels and identify discrepancies
• Comply with stock management procedures
• Capacity building of Office Assistants in effective stock management
• On a quarterly basis, review stock levels at field offices to ensure they always have adequate supplies

Front Office Management

• Maintain a clean and presentable front office, free of clutter
• Receive and greet visitors. Regulate movement of visitors to offices
• Provide refreshments during meetings and trainings
• Manage relevant internal, external and stakeholder/supplier communications related to front office duties
• Carries out administrative duties such as filing, typing, copying, binding, scanning when required
• Distribute and confidentially store correspondence e.g. letters, packages, mails
• Handle general inquiries and provide information on the organization’s services or activities.
• Organise and maintain office common areas to create a more productive, welcoming, and professional environment for employees and visitors.
• Coordinate and manage the conference room bookings and ensure all logistics are properly managed e.g. setting venue, stationary required, water

Procurement Management

• Support the procurement office with sourcing quotations from a pre-qualified list of suppliers
• Review RFQ documents to ensure they comply with procurement policies and SoPs
• Closely follow up submission of creditor invoices and submit timeously with all supporting documentation to ensure timely payment
• Receive goods, document and forward to requesters at the National Office and Field Offices in collaboration with Logistics Officer

Administration and Facility Management

• Check that the overall cleaning of the office is done on time and according to standards.
• Issue cleaning materials from stores to the Office Assistants when necessary
• Spearhead the office repairs and maintenance works of main and field offices
• Manage petty cash and request for replenishment before funds run out
• Coordinate utility bills, security and rentals for main and field offices for timely payment
• Perform other duties assigned by the Line Manager within skillset and capabilities

Job Level Specifications

• Skillful interpersonal relations, time management, multitasking, and problem-solving skills.
• Effective communication skills both written and verbal.
• Excellent computer skills (Microsoft office suite and data bases)
• Demonstrated high levels of confidentiality and integrity.

Qualifications and Experience

• Diploma or Degree in Public Administration, Business Management, Procurement and Supply Chain (or equivalent)
• Minimum 3 years administration work in an NGO environment
• Asset, inventory and stock management experience
• Proven experience working in a front office
• Knowledge of managing pre-qualified list of suppliers
• Experience in supporting procurement in sourcing quotations
• Knowledge of interpreting basic procurement documents
• Knowledge of invoice processing
• Experience maintaining a filing system online and in hard copy
• Effective communication skills
• Exceptional customer service skills
• Ability to work as part of a team
• Knowledge of USAID regulation will be an added advantage.

Knowledge, Skills and Abilities

• Leadership – Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
• Computer Skills – Intermediate skills using Microsoft Office products Word, Excel, PowerPoint and Outlook. Advanced MS Excel skills.
• English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Oral Communication – Speak clearly, persuasively, and professionally in positive or negative situations; listen and gets clarification; respond well to questions; demonstrate group presentation skills; participate in meetings.
• Written Communication – Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.
• Teamwork – Balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitments to goals and objectives; support everyone’s efforts to succeed.
• Ethics – Treat people with respect; keep commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Reasoning – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.