Front Office & Administrative Assistant

Job Specification: Front Office & Administrative Assistant

Overview

Select Africa Limited is an Isle of Man company, established over 25 years ago with the intention of owning a number of retail financial services businesses in Africa, outside of South Africa. It is the holding company of the Select Africa group of companies (“Select Africa”).

The controlling shareholder of Select Africa Limited is the African Alliance Group – an investment banking group owned by management and also operating in Africa. Select Advisors is the South African affiliate of Select Africa (“Group”). The business focusses on financial services, including property development (www.malkernssquare.com) in Africa and currently owns loan book operations in Eswatini, Lesotho (Lesana), Kenya, Uganda and Malawi. Select Africa is a supplier of both housing and housing micro-finance solutions, utilising various collection mechanisms but primarily that of a salary deduction model.

A key element of Select Africa’s strategy is to aggressively grow its scale of operation over the next four to five years. This involves both the growth of existing operations, the use of new technologies and the startup of operations in new African countries. The senior leadership of Select Africa is intensely focused on the creation of a meaningful financial services group within a relatively short time frame.

The culture of the Group is one of young professional pioneers, who aggressively seek out entrepreneurial opportunities and look to deliver profitable performances with no excuses for non-delivery of agreed upon targets. This requires team players who are self-driven and motivated. The business is staffed by individuals that are extremely diligent in terms of detail, systems, collections, service and strategy execution. The operating standards are already those of a listed company.

There are many challenges in doing business in Africa, but our team views these as opportunities and seeks ways of dealing with the many obstacles in our way. This requires a “can do” attitude and a problem-solving outlook with a determined approach to achieving goals. All prospective staff should have a passion for Africa and believe in its prospects.

Main Purpose of the Role
The main purpose is to man the front office while providing administrative and finance support.

Key Deliverables of the Role

1. Maintain the role of being the first contact point for all incoming clients, prospective clients, visitors and telephone calls.
2. Attend to incoming telephone calls for the office.
3. Attend to all incoming visitors, clients and prospective clients.
4. Direct clients and visitors to the right person.
5. Attend to all client enquiries.
6. Accurately screen loan applications for credibility and to determine applicants’ affordability i.r.o PSM, as well as if the applicants have brought the correct documents.
7. Remain updated on product knowledge.
8. Ensure that the reception area is kept clean and professional at all times.
9. Ensure high levels of service to customers, in line with management expectations as will be expressed from time to time.
10. Maintain suitable and adequate documentation of all work performed
11. Assist in ensuring that all creditors are paid timeously and accurately.
12. Reconciliation of utility bills and creditors with invoices and claims against the proof of payment.
13. Assist in ensuring proper record keeping of all bills, agent claims, delivery notes, invoices, quotations, proof of payments and reconciliation sheets in electronic and hard copy format.
14. Assist in ensuring complete and accurate record keeping for creditors and branch assets.
15. Assist in ensuring that company assets are timely insured by a reputable insurance company.
16. Ensuring that day-to-day housekeeping functions are efficiently managed including managing the housekeeping staff.
17. Liaising with banks and/or Administration Manager on payments to creditors and loan applicants.
18. Management of petty cash.
19. Assist in ensuring that vehicles are serviced according to agreed schedules.
20. Monitoring customer complaints through the customer query register, identifying the root causes and addressing them at source to prevent recurrence.
21. Assist in managing the day-to-day procurement function in accordance with policy.
22. Ensuring timely availability and replenishment of office sundries and stationery, including kitchen and cleaning supplies, while efficiently managing day-to-day stores functions and adhering to budget allocations.
23. Assist in providing administrative support to branches and Field Agents.
24. Assist in deal verifications.
25. Ad-hoc projects as may be required from you by management from time to time.

Reporting Structure
The Front Office & Administrative Assistant will report to the Administrator.

The Candidate

We seek the following in our desired candidate:

Qualification Requirement

Diploma/Degree in Business Management, Accounting, Finance, or Procurement

Experience / Background Preference

1. Previous experience within the Microfinance sector will be advantageous.
2. Previous administrative experience is essential.
3. Knowledge and understanding of how to deal with creditors.
4. Knowledge and understanding of procurement procedures.
5. Knowledge of fleet management.
6. Be in possession of a valid, clean drivers licence.
7. Must be highly computer literate.
8. Must be able to work flexible hours.

Key Competencies

The successful candidate will need to demonstrate the following:

1. Team player – approachable, receptive to ideas/feedback from others.
2. Ability to communicate clearly, both verbally and in writing.
3. Logical thinker – has a clear, focused and methodical approach to work.
4. Results orientated, strongly motivated to achieve results, adheres to deadlines.
5. Assertive – able to handle conflict, stand by principles and put forward ideas despite opposition.
6. Tough-minded, rarely upset by criticism and able to retain optimism despite setbacks.
7. Must be performance driven, a self-starter, who is able to handle the responsibilities associated with his/her position, with honesty and integrity.
8. A strong customer service focus.
9. The ability to influence and persuade others.
10. Strict attention to detail.
11. A strong work ethic.
12. A self-starter who is proactive, shows initiative and displays high levels of self-motivation; is performance driven and is able to handle the responsibilities associated with the position, with honesty and integrity.
13. Strong time management skills – the ability to prioritise and manage workflow.
14. A logical thinker who has a clear, focused and methodical approach to work.
15. Results orientated – strongly motivated to achieve results, adhere to deadlines.

Location
The position is based in Lilongwe.

Application should be sent to: info.malawi@selectafrica.net.

The closing date is Sunday, 17th August 2025.