Administrative Assistant/Receptionist

1.0 INTRODUCTION AND BACKGROUND

Ministry of Local Government Unity and Culture is the lead implementing agency of a six-year programme known as Transforming Agriculture through Diversification and Entrepreneurship (TRADE) Programme. TRADE is a successor programme of Rural Livelihoods and Economic Enhancement Programme (RLEEP) and it is being co-funded by International Fund for Agricultural Development (IFAD) and OPEC Fund for International Development (OFID) whose overall goal is to contribute to improved sustainable livelihoods of rural people in Malawi through Value Chain commercialisation and resilience of rural poor and smallholder’s producers”. TRADE Programme specifically seeks to: (i) increase production and productivity by smallholder farmers; (ii) functionally upgrade smallholder farmers and the rural poor to undertake new functions such as processing, storage, packaging to capture more value; (iii) improve horizontal linkages by strengthening the capacities of cooperatives to provide market access functions to smallholder farmers; and, (iv) improve vertical linkages between stakeholders at different functional levels of the commodity chain, including private sector.

TRADE supports rural entrepreneurs, focusing on youths and women to develop and sustain their agribusiness enterprise opportunities and ensuring that commodities are nutrition sensitive. The objective is achieved through targeted support to smallholder farmers and non-farm actors to benefit from commodity markets, improved access to rural financial services, market and business development services and partnerships with the private sector.

The programme directly contributes to Pillar 1 and 3 of MW 2063. and Strategic objective 2 of the Malawi Country Strategic Opportunity (COSOP 2016-2021). Under the Ministry of Local Government as lead agency, TRADE is being implemented under 3 interlinked components namely: sustainable producer-private partnerships; enabling environment for smallholder commercialization and component; and, institutional support and programme management. With a total target of 300,000 households, TRADE covers Eleven (11) Districts of Mchinji, Ntchisi, Dedza, Blantyre, Kasungu, Nkhata-Bay, Rumphi, Karonga, Lilongwe Rural, Thyolo and Chitipa, focusing on Seven (7) commodities namely Groundnuts, Soybean, Sunflower, Potato, Dairy, Beef and Honey).

The Ministry of Local Government Unity and Culture, therefore, invites experienced candidates to fill various positions existing under the TRADE Programme as follows:

ADMINISTRATIVE ASSISTANT/RECEPTIONIST

Number of Positions: One (1)
Recruitment : National
Reporting to: Administrative Officer

Job Purpose

The key role of the position is to provide administrative and secretarial support to the Programme. The position holder will be part of the PMU team and provide administrative functions to ensure that administrative support is adequate at all times and that the Programme is not hampered by administrative hiccups. The officer will work closely with the Administrative Officer, Procurement and Contracts Specialist and Finance Management Specialist.

Key Duties and Responsibilities

• Specific functions of the administrative assistant shall include but not limited to the following:
• Provide office support services including ensuring that office equipment is in good working order at all times.
• Assist management of cleaning and guarding services
• Support travel schedules and diary of technical personnel in the PMU
• Support organization of Programme meetings, workshops, trainings and any other business forums for technical staff
• Take minutes in official meetings involving the Technical Staff and any other officers on need basis.
• Support logistical arrangements for workshops, trainings and TRADE functions.
• Support the maintenance of effective filing system for the office.
• Manage the reception area and tend to visitors.
• Ensure proper coordination and logistical support of field activities.

Minimum Qualifications and Experience

• Degree in Business Administration or related field from a recognized University.
• At least 2 years’ experience as an administrative assistant or Receptionist in donor funded projects.
• Proficiency in Office Management software.
• Sound public relations, Organisation and interpersonal skills

Required Competencies and Attributes

The post requires a person with:

• Competences in the use of word processing, power point and excel spread sheets.

All applications, with attached copies of professional and academic certificates, National ID, Curriculum Vitae and evidence of membership to a relevant professional body, should be hand delivered to the following address, not later than 14th June, 2025:

The Secretary for Local Government, Unity and Culture,
Ministry of Local Government, Unity and Culture,
Post Office Box 30312,
LILONGWE 3.
(Room 12)