| | Primary Duties or Responsibilities
Administrative support
Administration of employee benefits and allowances
Assist the Operations Manager in the administration of the unit’s human resource functions. such as, recruitment of project staff, processing Independent Consultants agreements. performance appraisal. administration of employee benefits and allowances;
Assists in the orientation of new staff, interns, and consultants by providing them with the necessary documents and materials for orientation;
Update inventory records in the Master inventory and issue and distribute property in accordance with policy and procedures
Perform micro purchases as requested
Assist the Operations Manager to draft solicitations and technical specifications to ensure completeness, accuracy and competitive qualities, and generates bid matrix and compiles procurement documentation.
Program Support
Assists other team members in preparing and formatting documents, including activity and expense reports, Power Point presentations: develops and maintains an efficient electronic and hard copy filing system
Organizes regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and providing the necessary technical devices:
Liaises with Regional Office staff as required, and provides assistance to Regional Office staff when visiting headquarters:
Works with Program Staff to coordinate work activities. meet deadlines, and provide support where needed;
Travel Management
Arranges and books accommodation for staff conducting field trips. Contacting hotels to obtain estimated rates and calculates per diems;
Maintains and regularly updates travel plans and budget amounts to provide an accurate overview of the Program’s travel arrangements and budget, which includes liaising with Regional Office staff for their input;
Requests the issuance of visas / work permit
Coordinate with motor poi for all transport arrangements for the team
Monitor the drivers schedule, and review motor vehicle log sheet and monthly summary and advise any deviations being observed.
Workshops and Events
Liases with members of partner organizations to coordinate logistical arrangements for workshops that take place in different locations;
Supports the technical team in preparing training kits or information packages for workshops and trainings in a timely manner.
Qualifications
At least minimum 5 years of progressively responsible experience providing admin support for local NGO partner for USAID or Other Donor funded programs; experience with day to day logistical and technical support.
Experience in procurement and demonstrated knowledge of USAID rules and regulations for recruitment and procurement;
Excellent verbal and written communication abilities and strong inter-personal skills a plus.
Demonstrated sound judgment, negotiation skits, respectful, analytical mind, attention to detail and integrity are required
High level knowledge of computer including Microsoft office – word, excel, outlook, power point and internet
Minimum of a University degree in Business Administration, Management procurement or any other relevant qualifications
Professional fluency in English required.
To Apply
Interested applicants must send thee Curriculum vitae with cover letter and copies of certificates to
Email: HR@ftfagdiv.com
or hand deliver to:
The Chief of Party,
Feed the Future Malawi Ag Diversification Activity,
Area 3/121, Laws Avenue off Colby Street
Lilongwe
Malawi
by 17.00 hours on Friday 5th May, 2017
Location: Lilongwe
Employment Type: Full time
Salary: N/A
Job deadline: 2017-05-05
Company: Palladium | | | |
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