Administrative Assistant (Chin'ganda &Machinga
Position: Administrative Assistant – Ching’anda and Machinga Districts (For World Vision Malawi employees only)
Purpose of Position
The Administrative Assistant is responsible for the oversight and coordination of district’s administration processes.
Petty Cash float Management
Ensure the proper management of travel refunds
Prepare cash analyses to support operations at AP.
Review of cash requests, requisitions and advance reconciliations for submission to the district office.
Collection of cheques from the district and distribute to the requisitioners and service providers
Recording and tracking of ministry supplies
Monitoring and Reporting
Support monthly FFR review meetings at AP.
Ensure that year end and monthly reporting processes for Programs. level are completed timely, and within Partnership Budget Guidelines
Audit Coordination, Risk Management and Compliance
Support the provision of the requested information to the auditors
Maintain documents (soft/hard copies) Support investigations.
Ensure all program losses suspected and actual incidences are timely reported on Integrated Incident Management Systems (IIMS)
Fleet and Asset Management
Ensure effective and efficient utilization of fleet in the AP.
Coordinating repair and maintenance of fleet.
Report assets that are due for disposal
Recommend for replacement of assets
Ensure effective utilization of office machines within the AP
Implement an effective security environment within the AP for staff and assets using the minimum standard requirements
Conduct security guard spot checks
Tracking of staff leave days
Coach and mentor direct reports
Develop performance work plans and conduct performance appraisals
Office Management and Logistics
Organise venues for meetings, trainings and workshops
Facilitate accommodation booking for visitors
Ensure that meeting minutes are taken, shared and filed
Ensure that the office and the surrounding is clean
Ensure that the Stores is well managed
Knowledge, Skills and Abilities
Certificate in Business Administration
At least 2 years’ experience in a similar position in a busy environment
Practical knowledge of book keeping
Good interpersonal skills and organizational skills
Excellent written & spoken En
Experience working in the NGO sector with multiple donors
Proven experience and demonstration of mastery with Microsoft Office computer packages such as Excel, Word and Power point