Job Description
Malawi National Commission for UNESCO (MNCU) was established on 23rd March 1979 through Malawi Government Gazette Notice No.375 in line with Article VII of the Constitution of the United Nations Educational, Scientific and Cultural Organization (UNESCO) with the purpose of linking UNESCO with Government and principal bodies in UNESCO’s fields of competence (i.e. Education, Natural Science, Social Sciences, Culture, Communication and Information).
In order to fulfil its mandate effectively and efficiently with excellence, MNCU intends to recruit:
(i) Assistant Programme Officer (Social and Human Sciences)
(ii) Secretary
The positions are on permanent basis upon successful completion of the probationary period.
(II) SECRETARY
JOB DESCRIPTION AND SPECIFICATIONS
The Secretary’s main responsibility will primarily be to provide secretarial services to the Head of the Institution and senior members, under the direct supervision of the Administrative Officer.
Specifically, the job involves:
- drafting correspondence,
- taking minutes and writing reports,
- processing data,
- answering inquiries from visitors and callers,
- providing support to MNCU’s operations, i.e., travel and event management, management of resources, communications and assisting programs delivery.
- Managing diaries and scheduling appointments
- Planning meetings, taking detailed notes and writing minutes and reports
- Developing and maintaining an electronic filing system for records, messages, and mail (both electronic and hard/physical).
- Rerouting and distributing incoming physical mail and e – mails
- Maintaining contact lists
- Answering and re-directing phone calls
- Circulating mail and relevant correspondences
- Receiving, signing-in visitors and guiding them to the appropriate location
- Assisting in generating relevant, correspond requisitions for procurement in administration department
- Assist in the preparation of regularly scheduled reports for the administration department.
SKILLS AND COMPETENCIES
- A self-starter, requiring minimum supervision and capable of exercising initiative
- Fluency in verbal and written English.
- French is an added advantage.
- Good organizational and time management skills
- Strong computer skills
- Strong team-work and multi-tasking skills
QUALIFICATIONS
- A minimum of Diploma in secretarial services/Diploma in Business Administration from a reputable institution
- A higher qualification is an added advantage
- Knowledge of office management systems and procedures
- Working knowledge of office equipment like scanner, copier machine, projector, and software packages and tools for videoconferencing such as Zoom, Microsoft teams etc.
- Proficiency in MS Office, Excel and Power point
- Skills in database management, social media management (ie X (formerly twitter) account; facebook; website etc), and PABX telephone exchange system are added advantages.
- Excellent time management skills and ability to prioritize work
Work Experience
- Minimum of three years’ experience in a busy office
How to apply
Send your application letter, CV with three traceable references and copies of relevant certificates to: –
The Executive Secretary
Malawi National Commission for UNESCO
CHAM Secretariat Building, Area 14
P. O Box 30278
LILONGWE 3
Email: admin@unesconatcom.mw
The deadline for submission is 5th August 2024
Only shortlisted candidates will be contacted.
Qualified females are encouraged to apply.