Administrative Assistant

The Kamuzu University of Health Sciences (KUHeS) with funding from GAVI- Vaccine Alliance is working with the Ministry of Health (MoH) to model institutionalization and strengthening of vaccine safety surveillance in selected districts. The project, through the University, invites applications from suitably qualified, self-motivated and talented individuals to join its team in the following positions:

ADMINISTRATIVE ASSISTANT (1 POSITION)

Location:              Blantyre

Responsible to:     Principal Investigator

Job Type:              Full-time

Duration:             1 Year

Job summary

Reporting to the project leader/PI, the Administrative Assistant will provide technical, finance, administrative and office support to the project and team members. S/he will be responsible for effective and efficient conduct of administrative, finance and office support activities in collaboration with team members, PI and key stakeholders to facilitate efficient operations of all activities and achieve the projects’ goals and objectives.

Key areas of responsibility:

Specific responsibilities will include:

• Assist with budget development, implementation, tracking and timely reporting of expenditures according to donor requirements;
• Assist with procurement plans including compiling purchase requisitions according to required guidelines;
• Assist in processing all correspondences and reports between partners and projects;
• Support project teams to ensure procurement: procurement tracking and payment of suppliers are done in a timely manner for all projects;
• Maintain financial files and records as required by donors;
• Ensure timely development, review and submission of quarterly financial and technical reports for projects;
• Regularly review and track all project payments and compile monthly expenditure reports in real-time reports;
• Implement inventory control of all procured projects’ equipment and supplies;
• Assist project teams to ensure all reconciliations for payments are made against the approved requisitions and donor requirements;
• Administer and manage projects’ funds and petty cash payments whenever necessary;
• To ensure the IRB regulatory documents and approvals are up-to-date for projects;
• Provide secretarial and administrative services including organising meetings;
• Support maintenance of human resource records and management;
• Accomplish all other tasks as assigned for the projects.

Qualifications

• A minimum of Diploma in Business Administration or related field;
• At least 3 years excellent performance and strong experience in similar position;
• Excellent skills and experience with MS office.

Technical and professional requirements:

• Experience working in non-governmental organizations, donor agencies and with MoH or government departments;
• Capacities to work independently, in a team setting and collaborative environment;

• Excellent communication and interpersonal skills and;

• Ability to focus on details and excellent writing skills.

Application procedure

Suitably qualified and interested candidates should forward their applications in pdf format in one file together with copies of relevant certificates and detailed Curriculum Vitae with names, contact numbers and emails of three traceable referees to:

 

The Registrar

Kamuzu University of Health Sciences

P/Bag 360

Chichiri

Blantyre 3

Email: recruitment@kuhes.ac.mw

Applications should be submitted not later than 6^th December, 2024. Only short-listed candidates shall be acknowledged and invited for the interviews.