Job Description
Ministry of Agriculture
MITIGATING FRAGILITY THROUGH THE AFRICA DISASTER RISK FINANCING PROGRAMME IN SOUTHERN AFRICA
REQUEST FOR APPLICATION FOR TO FILL VACANCIES OF ENVIRONMENTAL AND SOCIAL SAFEGUARDS SPECIALIST, INDEX INSURANCE SPECIALIST, FINANCIAL MANAGEMENT SPECIALIST, PROJECT PROCUREMENT SPECIALIST, AND PROJECT OFFICE ASSISTANT UNDER ADRIFI II PROJECT
1. Background
The Government of Malawi has secured funds from the Prevention Envelope of the Transition Facility of the African Development Bank, amounting to USD 21 million to implement the Multi-National Project “Mitigating Fragility through the Africa Disaster risk Financing Programme (ADRiFi) in Southern Africa: Malawi and Zimbabwe” from 2024 to 2028.
The main objective of the project is to enhance resilience and adaptation to climate disaster risks for vulnerable communities in Malawi and Zimbabwe.
The project which will be implemented by the Ministry of Agriculture in collaboration with the Department of Disaster Management Affairs has been designed to contribute towards building national resilience to disasters and address prioritised effects of the 2023 Cyclone-Freddy across sectors and selected local authorities.
The Ministry of Agriculture would like to set up a Project Implementation Unit (PIU) in Lilongwe, through the existing Government structures, which will be responsible for undertaking the day to day operational and administrative tasks, procurement, financial management, insurance index, environmental and social safeguards as well as project implementation.
The Ministry, therefore, seeks to use part of the proceeds of the loan/grant package to recruit individual consultants to fill the positions of the Project Environmental and Social Safeguards Specialist, Index Insurance Specialist, Project Procurement Specialist, and Project Office Assistant to provide services in the Project Implementation Unit (PIU).
Position Title: Project Office Assistant
Reporting: Project Coordinator
Reference Number: MOA/ADRiFi/CS/01-5
Publication date: 25th December, 2024
Closing date: 20th January, 2025
Place of duty: Ministry of Agriculture Offices (Capital Hill)
Terms of Appointment: Four (4) year contractual appointment renewable every year following excellent performance.
1. Duties and Responsibilities
The Office Assistant will be responsible for providing general office support, ensuring efficient office operations, and assisting with routine administrative tasks. This role is crucial for maintaining an organized and functional office environment, facilitating communication, and supporting the overall project team.
- Assist with day-to-day office operations, including organizing files, records, and other office materials.
- Monitor office supplies and place orders for replenishments as needed
- Handle incoming and outgoing mail, emails, and faxes, ensuring they are appropriately distributed to the relevant staff members.
- Assist with photocopying, printing, and scanning of documents as required.
- Provide support with the preparation of meeting materials, documents, and reports.
- Assist in preparing meeting rooms, ensuring they are set up and equipped for conferences, meetings, and workshops.
- Provide support during meetings, including managing refreshments, distributing materials, and cleaning up afterward.
- Assist in organizing logistical arrangements for project events, workshops, and training sessions.
- Serve as the first point of contact for visitors to the office, providing them with relevant information or directing them to the appropriate staff members.
- Coordinate and ensure prompt communication of messages to the relevant staff
- Assist in maintaining an organized filing system for both physical and electronic documents.
- Help with archiving old documents and ensuring that important project documentation is safely stored and easily accessible
- Routinely check project vehicles to ensure they are in good working condition and general cleanliness.
- Assist in scheduling regular maintenance services, repairs, and inspections as required.
- Ensure all project vehicles have up-to-date insurance and necessary documentation, and assist in coordinating renewals or claims when necessary.
- Provide general administrative support to the project team, including assisting with travel arrangements, scheduling appointments, and managing calendars.
- Assist with the preparation of expense reports and other financial documentation, under the supervision of the project accountant or administrator.
- Perform any other related duties as assigned by the Project Manager or other senior staff members to ensure the efficient functioning of the office.
2. Qualifications and Experience
- Minimum of a Malawi School Certificate of Education (MSCE), with additional qualifications in office management, secretarial studies, or a related field being an advantage.
- At least 4 years of experience in a similar role, preferably within a development project or government office.
- Basic computer literacy, with proficiency in Microsoft Office (Word, Excel, and Outlook) and familiarity with office equipment (e.g., photocopiers, printers, scanners).
- Good verbal and written communication skills in English.
- Strong organizational skills and the ability to prioritize tasks effectively.
- A proactive and reliable work ethic with attention to detail.
- Ability to maintain a professional, courteous demeanor with staff, visitors, and stakeholders.
Note: Applicants for the vacancies should submit their applications together with copies of relevant certificates and Curriculum Vitae to:
The Chairperson
Internal Procurement and Disposal Committee
Ministry of Agriculture,
P. O. Box 30134,
LILONGWE 3.
E-mail: adrifii_afdb_malawi@yahoo.com
To reach him not later than 20th January, 2025
You can get the full Terms of Reference from www.afdb.org or by requesting for the document from adrifii_afdb_malawi@yahoo.com