World Vision International

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Administrative Assistant (Chin'ganda &Machinga

Job Description

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.

Major Responsibilities

Cash Management

  • 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

Security

  • Implement an effective security environment within the AP for staff and assets using the minimum standard requirements

  • Conduct security guard spot checks

People Management

  • 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