Administrative Officer

Transcription

1 Administrative Officer Location: [Africa] [Malawi] Town/City: Mzuzu Category: Administrative Services Job Type: Fixed term, Full-time Purpose of the position: To support Zone Manager and all support staff in the region through provision of secretarial service, administrative and reporting support functions.. Major Responsibilities: (please define in output format 1-11 things of what you expect to see as a result of this position) Key Outputs/Responsibilities (Accountabilities and results) Weight (%) Procurement of goods & services and ensure that the division has adequate office supplies 5% Assist in preparing and scheduling of meetings, reporting on outcomes and communicating to concerned parties 15%

2 Manage the supervisors dairy (electronic or manual) making sure that all appointments are confirmed, recorded and fulfilled. 5% Filing system Management for all correspondence and documentation for the entire project including encoding of both incoming and out going project information including mail 15% Assist the supervisor in following up reports, all assignments and ensuring that concerned staff meet deadlines including consolidation of monthly, Quarterly and Annual reports. 15% Logistics management for internal and external visitors 5% 7. Conduct a minimum of one field visit per month to each project ADP to monitor activities as per the monitoring and evaluation plan. 15% 8 Manage the division database

3 5% 9 Supervise subordinates such as Drivers and Office Assistants for effective management of administrative issues 10% 10 Coordinate with Communications Department in capturing and development of project impact stories including preparation of documentaries in collaboration with the Team Leader 10% 11 Total 100% PROFILE: Core Capabilities: (proficiency levels; 1=developing =proficient =advanced) Core Capability Proficiency level (1,, ) Examples of advanced proficiencies

4 (A full list of indicators available in Core Capabilities into Job Descriptions A Managers Guide) Indv Ldr Achieving Capabilities Achieving quality results and service Example: Practicing accountability and integrity Communicating information effectively Thinking Capabilities Thinking clearly, deeply and broadly

5 Example: Understanding the Humanitarian industry Understanding WVs mission & operations Practicing innovation & change Self-managing Capabilities Demonstrating Christ-centered life and work

6 Example: Learning for growth and development Maintaining work/life balance Relational Capabilities Building collaborative relationships Example: Practicing gender & cultural diversity Influencing individuals & groups

7 Other Competencies/Attributes: Must be a committed Christian, able to stand above denominational diversities. Perform other duties as required. Qualifications: Education/Knowledge/Technical Skills and Experience The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training: Minimum Qualification required: Diploma in Business Studies or a relevant diploma in social studies Experience: 5 years experience in office management, reporting and management Preferred: Good communication, interpersonal skills and willingness to learn Self starter Computer literate with good knowledge of Microsoft word, excel, powerpoint and Strong in report writing Ability to work under minimum supervision Page 7/8

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