Job Description
The Lilongwe University of Agriculture and Natural Resources (LUANAR) invites applications
from suitably qualified, experienced, and motivated individuals to fill multiple positions of Secretary across various departments/sections in the University. These roles are essential in providing administrative and secretarial support to ensure the smooth and efficient operation of the University.
The successful candidates will report directly to the Head of the respective department/section to which they will be assigned.
Specific Duties and Responsibilities:
1. Administrative Support:
- Receive and manage correspondences and calls on behalf of the Head of
Department/Section, including prioritizing and responding to inquiries by letter, telephone and email and, directing them as appropriate. - Prepare correspondence on behalf of the Head of Department/Section, including drafting responses for generic requests and submit to the responsible officer.
- Maintain accurate and up-to-date electronic and manual filing systems.
2. Scheduling and Coordination:
- Assist with a variety of administrative tasks including scheduling and organizing
meetings, appointments, and events. - Make logistical arrangements for both faculty and non-faculty members’ engagements outside office.
- Prepare meeting agendas, take minutes, and distribute them as required.
- Ensure proper follow-up on meeting action points.
3. Office Management:
- Managing office supplies and ensure that there is adequate stock levels.
- Supervising the messenger on the collection and delivery of mail and use of office equipment such as photocopiers, printers, computers, etc.
- Oversee the maintenance of office equipment.
- Maintain a clean and organized office environment
4. Communication and Liaison:
- Act as the primary point of contact between the office and other departments
and stakeholders. - Disseminate information and ensure timely communication.
5. Confidentiality and Professionalism:
- Handle sensitive information with the highest level of discretion.
- Uphold professionalism and ethical conduct in all tasks.
- Assist in the preparation of presentations and reports.
- Perform other related duties as assigned by the supervisor.
Qualifications and Desired Qualities
- Interested candidates must have a good MSCE and Diploma in Secretarial Administration, Secretarial Studies, Business Administration, Business Management or closely related field obtained from a recognized institution of higher learning.
- At least three (3) years of relevant experience in a similar role, preferably in a University or a busy office environment.
- Proficiency in Microsoft Office Packages.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- High level of professionalism, integrity, discretion, and attention to detail.
- Ability to work both independently and collaboratively in a team environment.
Terms and Conditions of Engagement
All the successful candidates will be engaged on an initial 2-year contract before they can be considered for permanent appointment based on satisfactory performance.
Remuneration
will be in line with LUANAR Staff Regulations and Conditions of Service (2023) applicable to staff on fixed-term contract.
Mode of Application
Hard copy application package should include an up-to-date Curriculum Vitae (CV), names and contact details of three traceable referees one of which should be of a current employer where applicable plus copies of certified academic and professional qualifications. The title of the position must be indicated on the envelope and sent to:
The University Registrar
Lilongwe University of Agriculture and Natural Resources(LUANAR)
P.O. Box 219
LILONGWE
All applications should reach the UNIVERSITY no later than Friday, 7th February, 2025.
Only shortlisted candidates will be acknowledged.
LUANAR is an equal-opportunity employer and strongly encourages
applications from qualified candidates from diverse backgrounds.