Logistics, Administrative & Office Assistant – WeForest Limited

in Administrative and HR, Transportation and Logistics
Full Time
Phalombe, Mulanje
July 17, 2024
Application deadline closed.

Job Description

ANNEX: TOR POSITION

Job Description – Logistics, Administrative & Office Assistant, Mulanje/Phalombe, Malawi

WeForest Malawi is looking for a Logistics/Administrative/Office Assistant to assist the team to ensure the project’s activities in the Community Forest Zone achieve their goal through administration, logistics and driving.

Employer – WeForest Limited, Malawi
Job Title – Logistics, Administrative & Office Assistant
Location – Mulanje & Phalombe district
Reporting to – Finance, HR and Admin Senior Officer
Responsible for – 3 Core responsibilities in administration, logistics and driving

Specific Responsibilities and Duties:

  1. Administrative:
  • Provide administrative support including filing, scanning, photocopying, and archiving to the HR records;
  • Assist in organising internal and external meeting venues and logistics;
  • Assist in maintaining an organized and efficient environment including cleaning; maintaining office supply inventory and running short errands for officers;
  1. Logistics
    • Liaise with service providers as needed for project activities and equipment;
    • Obtain information and quotes for procurement processes;
    • Registering and tracking all incoming and outgoing physical correspondence;
    • Perform other logistical and administrative tasks within the program’s scope of activities, as instructed by management.
  2. Driver
  • Always ensure the safety of passengers & luggage;
  • Observe speed limits and all travel guidelines;
  • Ensure that the project vehicles are in sound mechanical condition;
  • Ensure washing & general cleaning of vehicles is maintained;
  • Maintain accurate vehicle records to ensure that all trips, fuel fill-ups, time and mileage readings are recorded;
  • Submit all vehicle log sheets monthly to the Logistics Officer.

Minimum Qualifications, Experience, Skills and Desired competencies

  • Minimum of Malawi school Certificate of Education (MSCE)
  • SADC drivers Licence /Defensive Driving added advantage
  • Minimum of 3 years Driving Experience & some mechanical experience
  • Office administration and/or management experience;
  • Experience managing logistics for conferences, trainings and study tours;
  • Excellent oral & written communication skills;
  • Computer skills, including Microsoft Word, Excel and Outlook;
  • Strong interpersonal skills, ability to interact effectively with partners, donors and other relevant stakeholders and personnel associated with this program;
  • Highly detail-oriented, organized, and able to handle multiple tasks at once with minimum supervision; and,
  • Professional proficiency in English and Chichewa required;
  • Articulate, well groomed, confident with excellent presentation skills.
  • Understanding of the Geographical area of assignment.

Terms & Conditions

  • Start date: Latest 1st August 2024
  • Duration of Contract: One year, renewable to a two-year contract based upon performance
  • Salary: Level 1b. Remuneration based on experience.
  • Location: Based at the WeForest office in Mulanje, with other duties fulfilled in Phalombe on a need basis.
  • Hours of Work: Full-time, working a minimum of 8 hours per day (5 days/week). Hours will however vary depending on project needs and flexibility is essential.
  • Reporting line: Supervised by the WeForest Finance, HR and Admin Senior Office

HOW TO APPLY

Please apply by sending your application in English to recruitment.malawi@weforest.org with your CV, a motivation letter and the contact of 2 recent references by the 22nd of July 2024.

Due to the anticipated high number of applicants, only shortlisted candidates will be contacted for an interview.

If you feel up to the challenge, contact us!

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