Administrative Assistant

CHILUNGAMO (ACCESS TO JUSTICE) PROGRAMME

EXPRESSION OF INTEREST FOR RECRUITMENT OF PROGRAMME STAFF

TERMS OF REFERENCE

A). BACKGROUND

European Union will fund a Direct Grant to the Government of the Republic of Malawi in their implementation of the Chilungamo II Programme, which is continuity for the Chilungamo I, implemented between 2018-2022. The Chilungamo I Programme’s main objective was to contribute to dignified life through accountable Government, informed democratic choice, and human and effective delivery of justice.

Chilungamo II Programme builds on previous interventions in the justice sector and will continue to support justice reforms that aim at long-term and sustainable solutions to systemic issues with accessibility and effectiveness of key justice institutions. To this end the project will support institutional capacity building, gradual decentralisation of services and introduction and scaling up of innovative solutions which include alternative sentencing. Seven key justice institutions will be implementing partners of this fund namely; Ministry of Justice, the Malawi Judiciary, the Malawi Police Service, the Prisons, the Malawi Human Rights Commission, the Office of the Ombudsman and the Legal Aid Bureau.

To fulfil the objectives of the Programme, Ministry of Justice seeks to recruit Programme staff to fill the positions at the Programme Management Unit (PMU).

ADMINISTRATIVE ASSISTANT – Grade 5

The Objective of this Assignment:

The Administrative Assistant shall provide support to the smooth and effective operation of the Programme by performing secretarial, logistical and administrative support duties to ensure effective delivery of services and achievement of objectives.

Key Duties shall include:

• Provide a full range of administrative support to the Programme, including scheduling and calendar management, managing travel arrangements, preparing routine correspondence, assisting with the preparation and distribution of reports, documents and meeting materials, receiving/distributing mail;
• Provide event management coordination including planning and managing several tasks, preparing communications, arranging catering and technology services, space planning and set-up; and taking notes and minutes during meetings;
  Maintain and update Outlook distribution lists, phone lists,
• Order office supplies; maintain and update the stores register and ensure the office supplies are replenished timely;
• Manage fuel, procure and issue fuel and record fuel transactions in the fuel register;
• Facilitate maintenance and insurance of Project motor vehicles and other assets;
• Arrange appointments/meetings both internal and external officials and stakeholders;
• Establish and maintain documentation and filing system, hard and electronic office files and records; classify and code material relating to a variety of topics;
• Provide and facilitate administrative formalities and processing of documents in relation to official travels, leaves and movements of staff;

• Support staff with processing personnel related documentation;
• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administrative procurements of Chilungamo II Programme are done and recorded accurately;
• Provide logistic and administrative arrangements for events, meetings, seminars, workshops and brietings that may be required the Programme;
• Any other duties that may be assigned by the Finance Manager from time to time.

Key Qualifications, Experience and Competencies

The candidate should meet the following minimum qualifications:

• A Diploma in Business Management or Secretarial Studies or related field.
• A minimum of Eight (8) years’ experience in administrative and secretarial functions and at least five (5) years’ work experience in a donor funded-project such as those funded by the EU, World Bank or African Development Bank or other international donors;
• Excellent written and verbal communication skills;
• Strong organization and planning skills;
• Excellent time management skills and ability to multi-task and poetizes work;
• Computer literacy is a must for this position. Proficient in MS Office; and
• Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy.

WOMEN ARE ENCOURAGED TO APPLY

B). Location of Employment

The recruited officers shall be based at the PMU, Ministry of Justice, Lilongwe but would be required to travel to fields where the Programme shall be implementing activities.

C). Duration of the Assignments

The initial contract duration is 24 months, but further renewal shall be based on performance.

D). Evaluation

Performance evaluations will be conducted annually based on the agreed-upon key performance indicators (KPIs) and job responsibilities outlined in this ToR.

Applications attaching CV and copies of certificates should be sent to:

The Solicitor General and Secretary for Justice,
Private Bag 333,
Lilongwe 3.

ATTENTION: THE DIRECTOR OF HUMAN RESOURCE AND DEVELOPMENT

To be received not later than 7th June, 2024.