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Administration Assistant

Date Posted: Oct 09, 2019
Monthly Salary: 0 MWK - 0 MWK

Job Description

Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. We started working in Malawi in 2002 and are well known for our innovative and quality programmes. We promote learning and staff development for our staff through training, coaching, mentoring and exposure to new experiences.

Concern Worldwide Malawi has the following exciting openings in Malawi for talented and committed individuals. Concern is an innovative and dynamic development and humanitarian organisation, currently working in the districts of Mangochi, Phalombe, Chikwawa, Mulanje and Nsanje, implementing programmes in Food Security & Resilience; Health & Nutrition; Gender Equality and Education.

Administration Assistant — One position based in Lilongwe

Purpose of the role

To manage the daily activities of the front desk, ensure that all communication to the office is appropriately dealt with in a friendly and professional manner and to provide administration support to all functions within the systems department. The Front desk is the first impresssion visitors have of Concern WW and therefore, the attitude and tidiness visitors find is critical.

Responsibilities & Tasks
  • Meeting and greeting all clients to Head Office.
  • Collecting and delivering messages (telephone/ in person) for staff who are out of the office.
  • Scanning documents as requested.
  • Sending mail through courier and ensuring that mail destined for Head Office, Dublin is managed in a cost efficient manner as per laid down guiding lines.
  • Maintaining notice boards in the reception area and corridor and ensure that the information on the notice boards is periodically renewed.
  • Submitting quarterly orders for stationery, cleaning materials and office supplies for Head Office, ensuring constant availability and prudent use of office supplies, including photocopy paper.
  • Carry out regular stock counts in all Lilongwe stores with the Supply Chain Officer.
  • Carry out data entry duties for systems staff as and when required, including monthly data entry for stock and fleet management.
  • Support the Admen officer in submission and follow up of TEP and Visa applications.
  • Managing the mini-stationery stores (receiving, issuing and placing supplies requests) and providing monthly reports for control purposes.
  • Making accommodation bookings for staff travelling on Concern bookings and processing invoices for accommodation.
  • Collating CVs from recruitment drives i.e. opening CVs received by mail, numbering and filing in a folders by vacant position, for subsequent shortlisting by HR Officer.
  • Setting up and booking the interview room.
  • Filing support to ensure the current and ex-employee files are kept up to date.

Credentials and Experience: Required:

  • Certificate in Business Administration.

  • Diploma (or equivalent technical qualification) in Business Administration
  • Two years’ experience of working as an Administrative Assistance in a similar organization
  • Secretarial and administrative Skills
  • Strong computer literacy in Microsoft Word and Excel
  • Telephone receiving skills.
  • Good organisational skills.
  • Friendliness
  • Excellent communication skills with fluency in English.

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. in this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children ore recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

How to apply

Applications for the above career opportunities should include a cover letter, which should have a clearly labelled heading, attach updated curriculum vitae (the most recent experience should be at the top) with names of three referees (one must be most recent Line Manager). Due to the volume of applications Concern receives, Concern will only respond to shortlisted candidates. Send your application to the email:


by close of business on Friday 18th October 2019. Concern is an equal opportunities employer and welcomes applications from all qualified people. Women are particularly encouraged to apply.

Skills Required

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Job Detail

  • Location
  • Company
  • Type
    Full Time
  • Positions
  • Apply Before
    19 Oct, 2019

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