Job Description
The Smallholder Farmers’ Fertilizer Revolving Fund of Malawi (SFFRFM) is inviting applications from suitably qualified candidates of Malawi origin to fill the following positions as detailed below:
Job Title: ADMINISTRATIVE ASSISTANT
Department: Human Resources and Administration
Location: Head Office (Ulimi House-Blantyre)
Grade: F8
Reporting to: Senior Administrative Assistant
Responsible for: N/A
PURPOSE OF THE JOB
To provide administrative and secretarial services and essential support to ensure the efficient operation of an office.
KEY DUTIES AND RESPONSIBILITIES
a. Managing schedules, appointments, and meetings to optimize the time of Senior Managers or team
members to function smoothly and efficiently.
b. Acting as a point of contact for internal and external communication, handling phone calls, emails, and correspondence professionally.
c. Preparing, organizing, and maintaining documents in line with the file index, reports, and records, ensuring easy access and retrieval.
d. Entering and managing data in databases or software applications, maintaining accuracy and
confidentiality.
e. Assisting with office management tasks, such as ordering supplies, coordinating office events, and
maintaining a welcoming environment.
f. Providing support to clients or customers, addressing inquiries, and ensuring a positive experience.
g. Supporting specific projects by conducting research, preparing presentations, and helping with various administrative tasks.
h. Preparing and processing internal and external travel arrangements for staff in the Department.
i. Supervising Administrative Assistants attached in various departments or sections.
QUALIFICATIONS AND WORK EXPERIENCE
a. Diploma in Secretarial Studies, Administration or Management from a reputable institution.
b. At least three (3) years of work experience in an organization of comparable size and complexity.
PERSONAL ATTRIBUTES AND SKILLS
a. Mature and well-disciplined with pleasant and courteous personality.
b. High level of confidentiality.
c. Ability to work with minimum supervision and use of own initiative.
d. A proven secretarial background.
e. Excellent IT skills.
f. Excellent oral and written communications skills.
g. Experience of establishing and maintaining office systems.
h. Flexibility and able to work under pressure to meet deadlines.
i. Excellent word processing skills.
j. Experience of working with senior management.
SUBMISSION AND APPLICATION
Qualified and interested individuals should submit applications and detailed CurriculumV itae with copies of certificates indicating their current postal and email addresses, telephone numbers
and names of three (3) traceable referees in sealed envelopes clearly marking the position applying for i.e. “Vacancy: Senior Administrative Assistant” “Vacancy: Administrative Assistant” or “Vacancy: Receptionist” not later than 16:00 hours Thursday 5th December, 2024 to:
The Human Resources and Administration Manager
Smallholder Farmers Fertilizer Revolving Fund of Malawi SFFRFM
ULIMI House
P.O. Box 2505
Blantyre
Or email: sffrfmcorporate@sffrfm.org
Only shortlisted applicants will be acknowledged.