Administrative Assistant –Pumpaid

1. Administrative Assistant (Lilongwe Based)
Department: Support

2. ORGANIZATIONAL RELATIONSHIP
Directly Reports to: Finance Manager
Directly Works with: Finance Assistant, Logistics and Stores Officer and Program team
3. JOB SUMMARY
The Job entails the performance of Administrative and HR issues for Pump Aid Malawi Office. This is more a front desk operation and assistant to the overall administration of Pump Aid office.

SPECIFIC DUTIES
Administrative Support Duties:

Responsible for meeting the secretarial needs of the office- these include faxing,  photocopying, maintaining the Lilongwe office filing system and carrying out binding services.
Handle the reception and attend to office visitors and ensure that the officer being requested for is ready to receive the visitor before sending them to the relevant office.
Ensure that printer and photocopier are loaded with paper and well maintained.
Answering telephones and effectively take and give messages
Ensure that the reception area is kept neat and tidy with a welcoming atmosphere for office guests
Ensure that all office equipment has been switched off and appropriately covered at the close of a working day and dust and clean all electronic equipment periodically.
Ensure responsible use of office resources and equipment such as photocopiers, printers, telephones, and office stationary. Where you notice irregularities address them with the officer in question. Where you have difficulty report it to your line manager and keep an official record for reference.
Make sure that all office notice boards are tidy and only hold relevant and current information
Ensure that the office rooms are kept clean and tidy, providing an environment conducive to work. Take appropriate action on any poor hygiene areas.
Ensure office equipment and facilities are in good working condition at all times.
Ensure that utility (water, electricity, e-mail) and office bills are paid on time and service is maintained. Sometimes you will need to physically visit service providers.
Maintain consumables control system to ensure sufficient stocks for office needs.
Organize for staff meetings. This includes collecting agenda items from staff, keeping minutes and circulating them and reminding staff about meeting dates and any assignments from previous meetings.

Human Resources Duties:

Support in implementing human resources policies and procedures.
Maintain and update filing systems for all human resource and administrative activities.
Support in correspondences and filing of some and documenting staff changes
Support in CP recruitments e.g. invitations, logistic support to candidates, organizing venues for written and oral interviews, etc.
Support the induction of newly recruited staff in consultation with CD.
Provide working tools for newly recruited staff e.g. work space, computer, manuals, etc.
Coordinate staff registrations for medical Insurance and ensure timely renewal of same.
Process all other insurance policies, including renewals (e.g. Life Insurance, Group Accident and other insurance policies) for CP staff.
Keep an up to date register of all categories of staff leave taken.
Provide support in coordinating annual staff retreats, team away days and other staff meetings.
Coordinate staff celebrations (birthday, wedding, etc.)

Accounts Department Support Duties:

Control working cash for Lilongwe office.
Maintain an up to date and accurate listing of all assets and fixed asset register.
Check vehicle monitoring analysis monthly report.

Program and logistics Support Duties

Help organise and manage itineraries for Pump Aid visitors. This will include making accommodation bookings and where necessary arranging for transportation.
With the logistics officer, meet the logistics needs of the office and the sub offices when need arise. These will include booking venues, arranging for stationary and other requests from Pump Aid staff.

QUALIFICATIONS (i.e. Education, Training and Experience requirements)
1 Diploma in Business Administration or its equivalent. Those with Degree in Business Administration and/or Human Resource Management will have an added advantage.
2. A Minimum 2 years hands on experience in administration, HR and or front desk operations.
3. Excellent computer skills.

A. PERSON SPECIFICATIONS
a) Self-starter, effective team player and demonstrated verifiable result-oriented track record.
b) Good understanding of HR and Admin procedures

5. OTHER KEY RELATIONSHIPS
Official channel for all Core programmes

HOW TO APPLY
Please send us a two page (maximum) CV together with a short cover letter convincing us why we should call you to interview. We also need details of three traceable referees including phone numbers and email addresses) one of which should be your most recent line manager.
Pump Aid Malawi offers an attractive and competitive remuneration package

Send your applications as email attachments to recruitment@pumpaid.org with a copy to Jessykawamba@pumpaid.org. Closing date for receiving applications is 25th November, 2016. Pump Aid are an equal opportunities employer.