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Personal Assistant/Secretary

Date Posted: Apr 20, 2019

Job Description

Daeyang University is a Christian University registered and accredited by the National Council for Higher Education (NCHE). It is founded by the Miracle for Africa Foundation. It is currently offering two programme: BSc (Nursing and Midwifery) and BSc (Information and Communication Technology – ICT). Both programmes are accredited by NCHE. Currently, the University is also working on the establishment of a medical school. The campus is located at Kanengo in Lilongwe within the Daeyang Mission Complex, behind Malawi Institute of Management (MIM) off the M1 road that passes between Kamuzu International Airport and Kanengo Industrial Area.

Daeyang University invites applications from suitably qualified candidates for vacant administrative positions as detailed below. Appointment to positions will be made at a level commensurate with the candidate’s qualifications, experience and publication record.


To provide comprehensive personal assistant (PA) and secretarial support to the Vice-Chancellor, and facilitate the smooth running of the Vice-Chancellor’s office through performance of the following roles, functions and responsibilities:

  • Providing high-level pro-active support to the Vice-Chancellor and to ensure the smooth running of the Vice-Chancellor’s office, including effective and complex diary management.
  • Providing the exceptional level of organisation required in an extremely busy and high profile office.
  • Providing a professional interface between the Vice-Chancellor and internal and external contacts.
  • Supporting the University’s priorities as identified by the Vice-Chancellor, including high profile events and visits.
  • Promoting a positive image of the University when dealing with internal and external clients.
  • Organising meetings and associated administration.
  • Drafting letters and replies for the Vice-Chancellor’s signature.
  • Dealing with enquiries and issues that arise in the Vice-Chancellor’s office and on behalf of the Vice-Chancellor, initiating action or referring where appropriate, and making judgments about the urgency of issues.
  • Dealing with normal and confidential correspondence including e-mails; recording and monitoring deadlines and ensuring appropriate circulation where necessary.
  • Arranging visits and meetings.
  • Making travel arrangements, itineraries, reservations and other arrangements with a view to optimising the use of the Vice-Chancellor’s time.
  • Preparing, monitoring and managing the office budget and controlling of the office’s petty cash float.
  • Maintaining the Vice-Chancellor’s diary on a daily basis, prioritising items for action, with consideration to deadlines and diary commitments.
  • Monitoring work that enters the office through to completion, in consultation with colleagues, and members of the University’s management team, as appropriate, and make arrangements in accordance with the agreed programme.


  • Diploma in Secretarial Studies plus 5 years experience at previous position.
  • Those with a Malawi School Certificate of Education or equivalent including professional secretarial certificates should have at least 7 years experience.
  • IT skills, including Microsoft Office packages, databases, web and email are essential.

Desired attributes and competencies:

• Well developed organisational skills and ability to work on own initiative and make rational, informed decisions.
• Well developed written and oral communication skills.
• Ability to meet the demands of a heavy workload and prioritise demands in order to meet deadlines.
• Ability to deal with confidential information and exercise the utmost discretion when dealing with sensitive organisational information and interactions.
• Ability to multitask effectively to a variety of deadlines.
• Excellent problem solving skills.
• Positive, enthusiastic, and customer-friendly approach.


Interested candidates should submit their applications quoting the vacancy number for the position being applied for, together with an up-to-date Curriculum Vitae (CV) which should include the names, telephone and e-mail contact details of at least three traceable referees, and attach copies of academic and professional qualifications, addressed as follows:

Vacancy No. 4

University Registrar
Daeyang University
P.O. Box 30330

Or through e-mail:



Please indicate on the envelope or on the e-mail subject the vacancy number and the position title you are applying for. Those applying for part-time opportunities should clearly indicate so.

Only the shortlisted applicants will be acknowledged.

Skills Required

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Job Detail

  • Location
    Lilongwe City
  • Company
  • Type
    Full Time
  • Positions
  • Apply Before
    03 May, 2019

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