Senior Program Assistant/Receptionist Full Time

Tracking Code

• 12391

Job Description

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

PATH seeks the services of a Senior Program Assistant who will provide support to the Malawi office.

Responsibilities:

• Provide support to ensure smooth daily operations in the areas of, administration, procurement, asset management, logistics, travel, tickets, and hotel reservations.
• Organize and schedule meetings, appointments interviews, project training activities, workshops, and act as secretary during PATH Project meetings.
• Prepare and maintain the project work plan calendars and monitor implementation of project activities and bring to attention of the relevant officers when activities and reports are due.
• Work with the Project Administrator to assist preparation of financial documentation and reports and maintain office files for the program, ensuring confidentiality of all documents.
• Work with program officers in preparation of budgets and support field work activities.
• Assist the Country Representative and team members with preparation, production, and distribution of documents including proposals, reports, communication materials, training curricula, tables, graphics, and PowerPoint presentations.
• Assist the Country Representative in scheduling and planning meetings and teleconferences, compiling and organizing relevant background materials for meetings, and Tracking progress on key milestones and deliverables and coordinate with the team to ensure timeliness to the deadlines.
• Maintain office inventory log and ensure that it is properly updated in accordance with their tag numbers and location and ensuring adequate stock of office supplies.
• Assist with office and administrative tasks such as photocopying, assisting vendors, scanning, and ensuring that equipment is regularly and properly serviced. Ensure office cleanliness by working closely with office cleaner.
• Maintain the Country Representative’s calendar and schedule and maintain diary of appointments for senior staff as designated by the Country Representative. Receive and answer telephone calls and greet all visitors using a professional and courteous manner and direct them to appropriate person.
• Monitoring all entrances and activates doors for entrance and directs delivery personnel, guests, etc., to appropriate destination.
• Distribute office mail and send out mail/packages to the appropriate persons and courier.
• Maintaining and reconciling courier services accounts.
• Set up and maintain tracking sheet for all correspondence received.
• Create and manage PATH welcome packages for visitors.
• Prepare and manage welcome materials for new staff including: staff ID cards, business cards, office keys, office telephone directory, medical cards and vehicle parking permits.

Required Experience

• Degree in Business Administration and a minimum of advanced diploma in Business Administration or Secretarial Studies.
• Minimum of three (03) years relevant work experience for degree holders and a minimum of four (04) years for diploma holders.
• Experience working in an international NGO program is strongly preferred.
• Excellent interpersonal skills including courteous frontline communication, ability to work with varied team and demonstrated ability to multitask and meet deadlines with minimal supervision and direction.
• Proficiency in MS Office (Word, Excel, Access, and Power Point) and familiarity with the Internet.
• Excellent oral and written communication skills in English.
• Demonstrated effectiveness producing accurate work product with attention to detail, even while under deadline pressure.
• Ability to prioritize work.
• Strong organizational and interpersonal skills.
• Commitment to excellent customer service.
• Proven success establishing effective working relationships with employees at all levels of the organization, with collaborating partners, and with representatives of donor agencies and government ministries.
• Demonstrated ability to manage data and file.
• Flexible, detail oriented, organized, adaptable to changing priorities, and able to take the initiative and to meet strict deadlines.
• Must have legal authorization to work in Malawi

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment.

PATH does not discriminate based on race, color, religion, gender, gender identity, sexual orientation, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

*PATH has become aware of scams involving false job offers.*

Please advise:

• PATH will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our career’s page.
• Official PATH emails will always arrive from an @path.org or @silkroad.com address.

Please report any suspicious communications to careersitehelp@path.org.

Job Location

• Lilongwe, Lilongwe, Malawi

Company Location

• Lilongwe, Malawi

Position Type

• Full-Time/Regular