Administration Officer

African Vision Malawi

Organisation: African Vision Malawi 

Location: Lilongwe, Malawi

 Background Information

African Vision Malawi (“AVM”) (previously known as The Landirani Trust) is a small NGO based in Malawi and supported from the UK. Our vision is for a healthy, educated and self-sufficient community in Malawi. We work in an area North West of Lilongwe (near the Airport) that is 400sq km in size. More information can be found: Welcome to African Vision Malawi

The main activities we deliver are:

  • The on-going development of our vocational training facility.
  • Promoting educational facilities and access for all children in the community
  • Enhancing the ability of the community to become self-sufficient
  • Improving care of orphans and vulnerable people.
  • Providing access to clean, safe water and sanitation

Title: Administration Officer

We now have a vacancy for a full time Administrative Officer to work with our committed teams; supporting them on a day-to-day basis to deliver services effectively and efficiently to our clients, customers, colleagues, and the public.

General Duties

  • Provide minutes for all team meetings and other designated meetings, ensuring they are proof read and edited.
  • Ensure all relevant documents are stored in Microsoft 365 SharePoint.
  • Follow all AVM policies, including, but not limited to, data protection, health and safety, confidentiality and its’ Code of Conduct.
  • Support Malawi volunteer/intern procedures e.g. induction, onboarding, volunteer/intern database management).
  • Greet and direct visitors and new staff to the organisation.
  • Identify ways of improving communication and administrative processes of the team.
  • Manage the online vehicle booking system for all members of staff.
  • Be responsible for general office tidiness, ensuring that equipment and material resources are available and in good working order.
  • Ensure all filing systems and databases are up to date

 Operations and Finance

  • Maintain HR and finance records as directed, whilst maintaining confidentiality at all times.
  • Support the delivery of informal training and problem solving to staff in using Microsoft 365, Excel and other online technical platforms, as needed.
  • Support the development of a team database, that can be used as a development tool for future proposals. .
  • Support procurement, finance and administration services in setting up and maintaining an up-to-date inventory of all AVM assets on a monthly basis.
  • Source office supplies and support the procurement process in purchasing these supplies.

Personal Assistant (“PA”) support 

  • Act as the point of contact between the CEO and his/her internal direct reports together with external bodies, organisations and clients.
  • Manage the online calendar, diary and scheduling of meetings for the CEO and Operations Manager.
  • Screen and direct emails, diaries and appointments, report writing, orders and payment requests of the CEO
  • Develop a contact list of relevant partners and stakeholders needed to ensure the smooth running of operations.
  • Handle requests and queries in a professional manner and with appropriate action.
  • Make travel arrangements for the CEO using the online vehicle booking system
  • Produce reports, presentations and briefings as delegated by the Country Manager.

 Essential qualifications, experience, knowledge and skills

  • Bachelor’s degree in Office Administration or Office Management, Secretarial studies or equivalent subject.
  • Substantial experience of secretarial, administration or administration management in a public office or non – governmental office setting,
  • You will be able to work independently and take the lead on specific areas of work.
  • You must be able to collaborate within a team to manage multiple tasks and projects, sometimes with competing deadlines.
  • Proven proficiency with Microsoft Office software, SharePoint, and phone systems.  Ability to problem solve and support solution focused initiatives.
  • Excellent timekeeping, communication, and organisation skills
  • Commitment to inclusive work and equality of opportunity
  • The ability to manage change and to work flexibly through changing times  Proficient English speaker and excellent keyboard skills in English.

Responsible to:  CEO temporarily.

Remuneration: The salary and allowances will be appropriate to your experience and within our funding levels and will be no more than 250,000 MWK gross per month.

Contract: 6 months’ probation period and, if completed successfully, followed thereafter by a fixed term contract anticipated to be for an additional 12 months’ but this is dependent on the project duration, funding and the Trust needs and priorities.

How to apply:

This post is open to Malawian nationals.  We encourage applications from women and marginalised groups in line with our Equal Opportunities policy.  Only those meeting the criteria for this post will be considered for shortlisting. If you have not had a response within 14 days of the closing date, your application has not been successful.

Applications MUST be made online only, you must set out how your qualifications, experience and skills match the essential criteria which is used to shortlist for interview:

  • CV in English, no longer than 2 sides of A4 and in font no smaller than size 11.
  • An accompanying one-page cover letter outlining how your skills, knowledge and experience match the essential requirements of the role. You must also set out a paragraph explaining your motivation in applying for the role.

CVs and accompanying letters should be sent to hr@africanvision.org.uk by 5pm Wedensday 15th November 2023. Late applications will not be considered. Interviews are scheduled to take place the week of the 22nd November 2023.