Purpose of the Job

To coordinate the provision of administrative and support services required for the efficient and effective operation of the Trust.

Duties and Responsibilities

• Coordinating day-to-day administrative and support services for the organisation.
• Coordinating office accommodation, workplace logistics and general office administration activities.
• Coordinating transport services, allocation of Office Assistants and office cleaning services.
• Supervising, mentoring and appraising Office Assistants and Drivers.
• Preparing duty rosters and monitoring staff performance.
• Coordinating maintenance of pool and management vehicles.
• Ensuring that organisational assets are adequately insured at all times.
• Maintaining an up-to-date asset register and inventory of office furniture and equipment.
• Coordinating maintenance and repair of buildings, equipment and facilities.
• Liaising with suppliers, service providers and contractors to ensure quality service delivery.
• Supervising contractors undertaking maintenance, renovation and civil works.
• Assisting in the preparation of administrative budgets, procurement plans and work plans.
• Monitoring utilisation of office supplies and administrative resources.
• Ensuring timely payment of utility bills and service charges.
• Promoting compliance with occupational health, safety, security and environmental standards.
• Preparing periodic administrative reports and maintaining accurate records.

Qualifications

• Diploma in Business Administration, Public Administration, Business Management, Office Management or a related field from a recognised institution.
• Malawi School Certificate of Education (MSCE) or its equivalent.
• Membership of a relevant professional body will be an added advantage.

Experience

A minimum of three (3) years’ relevant experience in administration, office management, facilities management or a related field in a reputable public or private sector organisation.

Skills and Personal Attributes

• Knowledge of office administration and records management.
• Knowledge of facilities, property and asset management.
• Excellent communication and interpersonal skills.
• Strong organisational and planning skills.
• Proficiency in Microsoft Office applications.
• High levels of integrity, professionalism and confidentiality.
• Strong analytical, problem-solving and decision-making skills.