Mott MacDonald
Job Description:
The role of Programme Assistant will sit within the “Support & Administration Team’ which is responsible for ensuring that all operational and administrative aspects of the Programme run effectively. The Programme Assistant will assist the Operations Manager in ensuring that the logistics and administrative aspects of Mott MacDonald Blantyre Limited run effectively. Reporting to the Operations Manager, the Programme Assistant will be based at the main office in Lilongwe.
Key Duties and Responsibilities:
Administrative Support
- Being the contact person for all staff travel requirements, especially vehicles.
- Be responsible for the preparation and communicate travel Plans
- Responsible for allocation of vehicles to officers and drivers, and monitor the usability of the vehicles
- Assisting in preparation of vehicle fuel floats and reconciliation
- Being responsible for the preparation of vehicle repair schedules
- Assisting in carry out vehicle cost analysis and provide a fleet report at the end of the month
- Assist in hotel and conference bookings
Finance Support
- Assist in compilation of payment schedules in readiness for payments made to participants
- during trainings and workshops.
- Maintain a record/database of account numbers / bank verifications for all Ministry officials,
- master trainers for ease retrieval and quick processing of payments.
- Scan/file project related finance documentation to support reconciliations for teacher
- trainings and other major workshops. Maintain records both physical and on SharePoint.
- Assist in review of monthly overtime claims raised by drivers for payroll input
MEL Support
- Assist in managing the preparation and compilation of training data, and pre-populated
- attendance registers, ensure they are filled and uploaded on SharePoint.
- Ensure training evaluation forms are completed
- Support training and workshop participants to complete attendance registers and
- evaluation forms
- Support organising and filing MEL-related documentation
- Support preparations for internal and external research activities, when required
Programme Technical/Logistics Support
- Assisting in ensure that teacher training materials are ready and delivered to the training
- centres on time
- Administer attendance signing sheets and bank verification during workshops
- Prepare and submit to finance participants transport and fuel reimbursement schedule
- Support in organisation, distribution and tracking of TLMs to schools
- Responsible for coordination of logistics during training/workshops
- Arrange workshop rooms and materials (equipment/books) before the workshops/teacher
- trainings
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment in consultation with the post holder and line manager.
Candidate Specification:
Essential Competencies/Skills
- Excellent oral and written communication skills
- Excellent organisational skills
- Competency in event planning and management
- Competency in fleet management and logistics
- Willingness to learn and work on own initiative.
- Ability to solve problems and make decisions on time.
- Ability to manage multiple tasks and prioritize workload.
Required academic/professional qualifications, training, and experience:
- University Degree in a relevant discipline; Business Administration, Accounting, Finance and Logistics
- Significant relevant work experience
Programme Profile:
Mott MacDonald is committed to improving people’s lives through creating and delivering tailored development solutions. We work in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity.
We are an equal-opportunity employer and value diversity at our company. We do not discriminate and take positive steps to create an inclusive culture.
The National Numeracy Programme in Malawi (NNP) aims to improve student learning outcomes in mathematics so that girls and boys have a solid foundation in basic skills to success in the rest of their schooling and fulfill their potential. The programme provides technical assistance to the Ministry of Education to revise the mathematics curriculum for lower primary (standard 1-4), develop corresponding teaching and learning materials, design teacher training strategies (including school-based support structures), rigorously pilot the new materials and training strategies, document impact, refine the materials and training strategies, and then oversee a national scale-up. The programme is currently being implemented in 1100 schools across the country and will be scaled up to all the public primary schools in the 24/25 academic year. The programme is led by the Ministry of Education with technical assistance from Cambridge Education, a member of the Mott MacDonald Group.
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.