Administrative Assistant 176 views0 applications

The International Potato Center is seeking to recruit highly qualified Administrative Assistant II.

The Positions: The Administrative Assistant II will be required to assist and support the Program/Department members in a wide range of administrative and general support duties of a highly responsible and confidential nature to guarantee smooth flow and effectiveness of DCE/Department’s operations. He/she will be based in Lilongwe and reporting to Administration Specialist.

Key responsibilities:

• Organize and maintain updated DCE/Department’s official correspondence, memos and electronic communications to follow up on pending matters with limited direction;
• Provide logistical and technical support to projects in administrative issues;
• Assemble and draft documents, such as contracts or reports, requiring the integration of information from multiple sources and application of office technology and software, often of a highly technical and/or confidential nature, to ensure availability and accuracy of draft documents;
• Coordinate and update the events calendar of DCE/Department’s members to maintain informed about staff activities;
• Receive and screen telephone calls, letters, e-mails and/or visitors for the Program/Department to prioritize members’ attention and provide a professional impression;
• Coordinate and manage supply chain and resource requirements to maintain an adequate level of office supplies and good functioning of equipment;
• Provide administrative support in the formulation of the department’s budget, operational plans and related policies and procedures to facilitate Program/Department’s planning function;
• Oversee and keep track of DCE/Department’s budget and overall expenses to guarantee that all charges matched and coordinate with finance when needed;
• Coordinate national and international trips and provide assistance to the Program’s members to ensure all the arrangements (travel and lodging) and travel matters are being followed correctly;
• Keep updated and organized administrative papers, such as program’s publications and trips report to maintain the DCE’s database accurate;
• Support the recruitment processes and coordinate the orientation programs of new staff;
• Support in the preparation of national staff contracts and consultancy contracts following labor regulations and internal guidelines: request appropriate clearances and final Regional Leader approval;
• Comply with national and international health and safety laws, regulations and standards.

Selection Criteria

• Bachelor’s degree in Business Administration or related field;
• Technical degree in Secretarial Administration will be an added advantage;
• Three years of experience required in similar position in a not for profit organization;
• Intermediate level of MS Office;
• Excellent skills in handling office technology and software applications;
• Outstanding writing and reporting skills;
• Ability to organize department activities and processes;
• Experience in procurement and logistics will be an added advantage.

Why should you consider this opportunity?

• CIP is a global and reputable international organization that has a strong, state-of-the-art R&D background, and is a recent World Food Price Winner and awarded with the Al-Sumait Award for our Orange Flesh Sweet Potato work in Africa.
• CIP is dedicated to achieving food security, improved nutrition and well-being, and gender equality for poor people in root and tuber farming and food systems of the developing world.
• CIP is a member of the CGIAR Consortium, a network of 15 research centers that are mostly located in the developing world and supported by more than 50 donor members.

What are the conditions?

This a Nationally Recruited Staff (NRS) position, limited to Malawi nationals and permanent residents only. The employment contracts will be for a one-year term (with a 3-month probation period) and the possibility of renewal subject to satisfactory performance and availability of funds.