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Administration & Office Support / Human Resources and Recruitment

Administrative Assistant Full Time

Applications have closed

The International Training and Education Center for Health (I-TECH) is a center in the University of
Washington’s Department of Global Health that works in partnership with the University of California, San Francisco. I-TECH has projects in more than 20 countries, and its worldwide staff work with local ministries of health, universities, non-governmental organizations, medical facilities, and other partners to support efficient, well-ordered health care systems that provide
high quality care to all citizens. I-TECH Malawi’s HIV Surveillance for Epidemic Control project focuses on provision of comprehensive and cost-effective support for capacity building and implementation of national surveillance systems and the generation of high-quality
epidemiological data collected in accordance with international standards.

I-TECH Malawi wishes to recruit highly qualified and experienced persons to fill the following posts.

ADMINISTRATIVE ASSISTANT

Post Overview

Under the supervision of the Administration and Operations Officer, the incumbent performs duties of a receptionist and administrative assistance to the immediate supervisor to the implementation of the
programs in areas of logistical and travel arrangements, inventory management, facilities management and good office management.

Duties and Responsibilities

  • File various HR documents for easy retrieval
  • Ensure timely submission of time sheets and process time sheets checking accuracy and completeness of information and compiling monthly attendance reports for submission to the HR Manager
  • Book appointments with Program Leads and other relevant personnel for new staff orientations and provide new staff with their orientation schedule/checklist
  • Raise payment requisitions for temporary staff, process overtime claims and other HR related payments, ensuring required documentation is attached to requests.
  • Support recruitment processes including sorting incoming applications and preparing documents for employment selection processes.
  • Prepare required documentation for registration and deregistration of staff into medical, pension and life assurance schemes
  • Draft routine correspondence, memoranda and reports. Update phone directory for staff

Reception

1. Receive visitors and direct them to correct destination and take and relay messages.
2. Operate the switchboard, handling incoming and outgoing calls, and ensure switchboard faults are rectified timely by the service provider.
3. Receive and sort mail and deliveries, and ensure proper maintenance of records of the same,
including date stamping, as appropriate.
4. Scheduling of appointments for officials and taking down minutes as directed by the supervisor.
5. General administrative and clerical support as directed by supervisor
6. Perform other reasonable duties as assigned.

Logistics

1. Assist in logistic and administrative arrangements for seminars, workshops, trainings, including
sourcing quotes and preparation of bid analysis.
2. Assist in overseeing local travel arrangements for Program leads.

Inventory Management

1. Assist in managing stores of the country office
2. Responsible for receiving goods and supplies and assist in updating inventory
3. Check and ensure goods/supplies delivered by suppliers are in good order and match required
specifications
4. Write Goods Received Notes (GRN), update stock cards upon releasing supplies

Knowledge, Skills and Abilities

  • Knowledge of administrative and clerical procedures
  • Knowledge of computers, Microsoft Word and Excel
  • Knowledge of customer service principles and practices
  • Good verbal and written communication skills
  • Professional personal presentation
  • Customer service orientation
  • Organizing and planning
  • Attention to detail, initiative, reliability and stress tolerance

Required Qualifications

  • Diploma in Business Administrationor Human Resource Management.
  • Excellentcommunication skills.
  • Good computer skills.
  • 3 years experience in administrative work

Application Process

Applications with Curriculum Vitae (CV), three traceable referees and relevant copy certificates should be emailed to: hr@itech-malawi.org

Deadline for receiving applications is 25th August 2023. I-TECH Malawi, an equal opportunity employer, appreciates all applications. However, only shortlisted candidates will be acknowledged.

Job Overview