Administrative Assistant Full Time

Program Summary

The New-born Essential Solutions and Technologies (NEST360) program at Kamuzu University of Health Sciences (KUHEs) continues to support the Ministry of Health (MoH) in Malawi, in implementing and scaling up comprehensive small and sick new-born care (SSNC) through innovative lifesaving technologies, provision of both technical and clinical capacity-building, implementation of clinical and technical educational programs, and building of a sustainable distribution network. The main purpose and focus of NEST360 Phase 2 program is on sustainability. The program seeks to employ an Administrative Assistant.

Brief Summary of Position

The Administrative Assistant will work under the direction of the Country Director managing the day-to-day administrative needs of the Lilongwe NEST Office to ensure that the office maintains excellent clerical and administrative practices. She/he will work closely with NEST360 Program Management Team to review program operations and look for ways to maximize internal processes. The position will supervise Lilongwe drivers and Janitor.

Position Title : Administrative Assistant

Location : Kamuzu University of Health Sciences, Blantyre.

Job Type : Full-time

Contract Duration : Two years

Reporting to : The Project Administrative Officer.

Specific Duties and Responsibilities

• Event Planning and Travel support:
• Maintain calendars, schedules and appointments for the Country Director and other program leadership team
• Arrange travel and accommodations and other related logistics
• Schedule in-house and external events i.e. workshops, conferences, training and meetings or related activities
• Book meeting rooms as required
• Human Resource (HR) Management
• Manage project drivers, janitor and security guards
• Ensure a clean and secure, conducive and smooth-running office environment
• Promote positive public relations
• Procurement and other Administrative Duties
• Manage office supplies stock and place orders
• Manage project vehicle use, maintenance and repair
• Organize a filing system for important and confidential office documents
• Prepare correspondence in accordance with established policies and procedures; type legal documents and correspondence, support IRB processes, assists other program leadership with administrative tasks as requested
• Distribute and store correspondence (e.g. letters, emails and packages)
• Prepare reports and presentations with statistical data, as assigned
• Perform other related duties as assigned

Requirements:

• Diploma in business administration or related field
• 2 years proven work experience as an Administrative Assistant, Administrator or similar role
• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MS Word specifically)
• Excellent written and verbal communications skills
• Attention to detail

Application Procedure

Interested candidates who meet the above requirements should send their applications including cover letter, CV with names of three traceable professional referees and copies of relevant certificates to:

The Registrar
Kamuzu University of Health Sciences
Mahatma Gandhi Road Campus
P/Bag 360
Chichiri
Blantyre 3
Or email to: recruitment@kuhes.ac.mw

Indicate the position title on the envelope for hard copy applications and indicate the same in the subject line of your email for electronic submissions.

Applications should reach the Registrar not later than 31st October, 2024. Only short-listed candidates shall be acknowledged.