Administrative Assistant

LUANAR is inviting applications from suitably qualified and motivated candidates to fill a vacant post of Administrative Assistant for the Centre of Excellence in Transformative Agriculture Commercialization and Entrepreneurship (TACE).

A. KEY ROLES AND RESPONSIBILITIES

Administrative Support:

• Answer phone calls, take messages, and redirect calls as necessary.
• Respond to emails and correspondence in a timely and professional manner.
• Schedule appointments, meetings, and travel arrangements for staff members.
• Prepare and distribute memos, letters, reports, and other documents as needed.

Data Entry and Record Keeping:

• Maintain electronic and paper filing systems to ensure accurate and organized record keeping.
• Enter data into spreadsheets, databases, and other software applications with attention to detail and accuracy.
• Update and maintain contact lists, mailing lists, and other databases as required.

Office Coordination:

• Greet visitors and direct them to the appropriate person or department.
• Manage office supplies inventory and place orders as needed.
• Coordinate with vendors, service providers, and building management for office maintenance and repairs.
• Assist in organizing office events, meetings, and conferences.

Correspondence and Communication:

• Draft and proofread correspondence, reports, and presentations for accuracy and clarity.
• Coordinate mail distribution and courier services.
• Maintain confidentiality and discretion in handling sensitive information and communications.

Meeting Support:

• Prepare meeting agendas, documents, and presentations as requested.
• Arrange meeting rooms, equipment, and catering as needed.
• Record minutes during meetings and distribute them to participants in a timely manner.

Special Projects and Other Duties:

• Assist with special projects, research tasks, and presentations as assigned.
• Provide backup support to other staff members as needed.
• Perform other duties and responsibilities as required to support the efficient operation of the Centre.

B. QUALIFICATIONS, EXPERIENCE AND SKILLS

• MSCE and a Diploma in Business Administration or any relevant secretarial training at diploma level.
• Proven experience as a secretary, administrative assistant, or similar role.
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and office software applications.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• Strong written and verbal communication skills.
• Attention to detail and accuracy in data entry and record keeping.
• Ability to work independently and as part of a team.
• Professional demeanor with a customer service orientation.
• Discretion and confidentiality in handling sensitive information
• Experience in start-up, technology, and/or agri-related firms or institutions a plus.
• Track record having minimum 4 years of experience in dispatching front office and secretariat duties.

C. TERMS OF ENGAGEMENT

Reporting responsibilities

The Administrative Officer shall report to the Centre leadership. The messenger shall be a direct report of the Administrative officer.

Duration of contract

The contract is initially for one year on full time basis but renewable annually, based on satisfactory performance and availability of funds. The project will be closing on 31st December, 2025

Renumeration

An attractive package in line with World Bank’s policies will be offered to the successful candidate.

D. MODE OF APPLICATION

Hard copy application package should include an up-to-date Curriculum Vitae (CV), names and contact details of three traceable referees one of which should be a current employer where applicable plus certified copies of academic and professional qualifications. The title of the position must be indicated on the envelope and sent to:

The University Registrar
Lilongwe University of Agriculture and Natural Resources (LUANAR)
P.O. Box 219
LILONGWE

All applications should reach the UNIVERSITY no later than 18th December, 2024. Only
shortlisted candidates will be acknowledged.

DOWNLOAD JOB DESSCRIPTION