Administrative Assistant

The Administrative Assistant will support general administrative and clerical support including preparing letters and documents receiving and sorting mail and deliveries scheduling appointments. The successful candidate will be required to work with crossfunctional teams. This position reports to Director of Finance and Operations. This position is located in Lilongwe Malawi.  

Essential functions include but are not limited to: 

Reception:  

• Manage the Reception desk;  

• Receive dispatch and file all official correspondence;  

• Welcome and direct visitors to the appropriate employees or appropriate meeting rooms within the organization  

• Collect and arrange couriers; 

• Maintain general tidiness of the reception (outdoor and indoor reception areas) and meeting spaces. 

Administration and Operations:  

• Provide full administration support to the team and departments; 

• Make available all administration templates to project staff; 

• Assist the COP in managing meeting schedules: setting and following up on appointments with external stakeholders; schedule appointments and maintain and update appointment calendars; 

• Maintain records and filing of all correspondence; 

• Support logistical arrangements for international visits of EDC staff and other guests; this includes booking of accommodations flights and ensure airport pickup and drop off; 

• Provide administrative support to the senior staff including EDC Chief of Party and leadership team; 

• Ensure all project assets are properly labeled as per EDC and donor requirements;  

• Assist the Finance and Administration Manager to periodically reconcile physical stock against book records of office supplies and stationary;  

• Manage and maintain petty cash and produce petty cash reports; 

• Assist the Finance and Administration team in updating inventory of project assets; 

• Write correspondence as relevant; 

• Provide logistical support to meetings held in the meeting room(s) this includes arrangements for catering provisions; 

• Management of administrative forms and templates; 

• Maintaining general tidiness of conference/meeting rooms and their booking register;  

• Work closely with the Operations team to provide support as required; 

• Interact with senior management on issues related to visitors transportation and logistics. 

Human Resources 

• Support the Director Finance and Operations to maintain HR record keeping system such as staff vacation plans and use as per EDC policy; 

• Support the Director Finance and Operations in implementation of time and attendance policy by project staff as per EDC internal rules;  

• Support the Director Finance and Operations in collection of staff timesheets regularly;  

• Perform any other duties as may be requested by the supervisor. 

Qualifications :

The candidate for the position of Administrative Assistant shall have at a minimum the following qualifications: 

Education:  

Minimum of Secondary education leaving certificate required.  

Skills and Experience:  

• At least 3 to4 years of directly relevant experience required supervisory experience preferred; 

• Vocational training preferred; 

• Excellent English skills (oral and written); 

• Ability to demonstrate highest degree of confidentiality; 

• Strong organizational and interpersonal skills and ability to work in a teamoriented setting; 

• Working knowledge of standard office equipment fax scanner and photocopier; 

• Demonstrated experience using Microsoft Office Suite applications including Excel Word and Power Point preferred. Computer literacy is required; 

• Must be able to work within a crosscultural setting negotiate diplomatically and function well under pressure 

Language:  

Fluency in Chichewa and English is required.  

Additional Information :

Job closing date: January 10 2025

EDC is committed to enhancing the diversity of its workforce and ensuring an equitable and highly inclusive work environment. EDC is a smokefree workplace and offers a supportive work environment competitive salary and excellent benefits.

Due to the volume of applications submitted only finalists will be notified.  No phone calls please.

EDC is committed to enhancing the diversity of its workforce and ensuring an equitable and highly inclusive work environment. EDC is a smokefree workplace and offers a supportive work environment competitive salary and excellent benefits. Women minorities and individuals with disabilities are encouraged to apply.

Remote Work :

No

Employment Type :

Fulltime