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Closes :
February 18, 2023
BACKGROUND
The International Institute of Tropical Agriculture (IITA), with headquarters in Ibadan, Nigeria, invites applications for the nationally recruited posts of Administrative Assistant (Lilongwe Office)
The International Institute of Tropical Agriculture (IITA) is an international non-profit agricultural research-for-development (R4D) organization established in 1967, governed by a Board of Trustees, and a member of the Consultative Group for International Agricultural Research (CGIAR) Consortium. Our R4D is anchored on the development needs of tropical nations in Sub-Sahara Africa. We work with partners to enhance crop quality and productivity, reduce producer and consumer risks, and generate wealth. We have more than 100 internationally recruited scientists from about 35 countries and 900 nationally recruited staff based in various stations across Africa. Please visit
http://www.iita.org/
for more information on IITA.
ADMINISTRATIVE ASSISTANT (1)
The Administrative Assistant reports directly to the Station Administrator for guidance, major work plans, and day-to-day operations. A successful candidate should be highly organized, detail-oriented, and proactive to be able to handle a diverse set of tasks in a dynamic office environment.
The major responsibilities of the Administrative Assistant are as follows:
- Transport and Logistics
- Coordinate vehicle movement by functioning as Transport Officer
- Handle renewal of vehicle road licenses, and insurances as well as preparations of the necessary documents required for the IITA vehicles traveling outside Malawi.
- Provide administrative and logistic support to all staff and visitors; assist IITA visitors with appointments, itineraries, ground transportation, and reservation for accommodation while in Malawi.
Stores Management
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
- Ensuring that there is adequate and functional safety equipment in the institute’s laboratories and offices
- Manage the storeroom and prepare monthly inventory reports.
- Control and monitor consumption of stationary and supplies and initiate requestions when replenishment is required
- Issue stationery and other office supplies to staff and ensure an up-to-date inventory for these are maintained.
Human Resources
- Work plan development, monitoring performance, appraising and evaluating the performance of the drivers, and overseeing security guards
- Maintain an effective filing system and safekeeping of confidential documents.
General Administration
- Clearing of goods with customs, assisting with the prompt clearance and delivery of IITA imported goods, more so perishable items to avoid degradation.
- Properly organizing and charging cost recovery for the station
- Provide secretarial support during administrative and finance staff meetings, including taking notes and preparing minutes
- Assist in the organization of seminars, conferences, and workshops
- Maintain electronic and hard copy filing system
- Any other duties assigned from time to time.
Qualifications And Experience
- Advanced Diploma in Business/Accountancy
- Bachelor’s degree in Business/Accountancy will be an added advantage
- At least five (5) years of relevant work experience in a busy environment
- Excellent computer literacy in Microsoft Office and knowledge of QuickBooks
- Excellent oral and written English language skills
- Valid driver’s license and driving experience
- Demonstrated ability to work productively within a multicultural team environment
- Ability to handle multiple tasks and prioritize work responsibilities
- Demonstrated ability to pay attention to detail and follow through to closure
- Demonstrated experience working in a fast-paced work environment
- Demonstrated experience in handling confidential matters
- Proficient in Oracle and Microsoft Dynamics
How to Apply:
Interested applications should forward a cover letter detailing how the candidate’s background/experience relates to the specific duties and responsibilities of the position applied for, and a curriculum vitae by email to [email protected] or by post to:
The Station Administrator,
International Institute of Tropical Agriculture (IITA),
Chitedze Research Station,
Off Mchinji Road,
P.O. Box 30258,
Lilongwe 3,
Malawi.
Kindly note that you must also attach scanned copies of your educational and professional qualifications.
Closing Date of Applications: February 18, 2023
IITA is an equal-opportunities employer and is committed to building a diverse workforce, particularly welcoming applications from women.
While all applications will be acknowledged, please note that only short-listed candidates will be contacted.
To apply for this job email your details to [email protected]
