Executive Assistant

Independent Complaints Commission (ICC)

INTRODUCTION

Independent Complaints Commission (ICC) is a new institution within the Malawi Government established under Section 128 of the Police Act to provide independent civilian oversight of the Malawi Police Service.

The main objective of the Commission is to promote public trust in the Malawi Police Service by receiving public complaints on policing issues, conducting independent investigations thereon and making recommendations aimed at enforcing the highest standards of professionalism, discipline, accountability and respect for the rule of law in the Malawi Police Service.

The statutory functions of the Commission include:

  1. to receive and investigate complaints by the public against police officers and the Malawi Police Service;
  2. to investigate death or injury as a result of police action; and
  3. to investigate all deaths and injuries which occur in police custody.

The Commission operates independently of the Malawi Police Service and it is, by law, protected against interference from any person or any organ of the state in the exercise and performance of its powers and functions, but it is otherwise accountable to Parliament.

STAFF RECRUITMENT AND INVITATION FOR APPLICATIONS

To serve the public well and fulfil its statutory and strategic objectives effectively and efficiently, the Commission banks on the collective and individual work ethic, integrity, bravery, dynamism and professionalism of various staff members it now seeks to recruit.

The Commission now invites applications from suitably qualified persons to fill vacant positions tenable at the Commission’s Secretariat in Lilongwe, as follows:

Executive Assistant – Grade I / ICC 6 (1 position)

Reporting to the Commissioner

Key responsibilities

  • Manage the Commissioner’s calendar, schedule appointments, and coordinate meetings;
  • Prioritize and plan meetings, ensuring that the Commissioner’s time is optimized;
  • Act as a primary point of contact for internal and external stakeholders, screening and directing inquiries appropriately;
  • Draft, proofread, and edit correspondence, reports, and presentations for the Commissioner;
  • Arrange travel itineraries, accommodation and logistics for the Commissioner’s domestic and international trips;
  • Prepare travel expense reports and reconcile expenses in a timely manner;
  • Prepare, Plan and coordinate meetings and other special events; and distribute meeting agendas, materials and minutes as needed;
  • Maintain organized and up-to-date electronic and hard-copy filing systems;
  • Manage and track documents, contracts and agreements, ensuring accessibility and confidentiality;
  • Assist in the execution of special projects and initiatives as assigned by the Commissioner;
  • Conduct research, compile data, and prepare reports as required;
  • Liaise with other departments within the organization to facilitate effective communication and cooperation;
  • Collaborate with other administrative staff to streamline processes;

Core competencies and attributes

  • High integrity;
  • Excellent oral and written communication skills;
  • Presentable and highly organized;
  • A pleasant and courteous personality;
    Excellent organizational and multitasking abilities;
  • Proficient in Microsoft Office Suite and other relevant software;
  • Ability to work independently, take initiative, and anticipate needs;
  • Discretion and ability to handle highly confidential information;
  • Familiarity with record keeping procedures.

Qualifications and experience

  • Bachelor’s degree in Business Administration from a recognized/accredited institution;
  • Diploma in secretarial or office management studies;
  • 120 words per minute shorthand;
  • 50 words per minute typing;
  • 10 years’ experience in a similar position in a busy environment.

IMPORTANT NOTES FOR ALL POSITIONS

  1. Due to the nature of the functions of the Commission, only candidates that demonstrate undoubted qualities of maturity, integrity and high ethical standing necessary for handling sensitive and confidential information and have a clean criminal and integrity record are eligible for recruitment with the Commission.
  2. All shortlisted candidates shall undergo a rigorous vetting process of their integrity track records by relevant law enforcement agencies and professional bodies to determine their suitability for the job. In that regard, all applicants for any of the advertised positions shall, by the act of submitting their applications, be deemed to have voluntarily consented to the vetting process. The results of the vetting process shall, for all purposes, remain confidential and non-negotiable.
  3. The Commission is an equal opportunity employer and is committed to the promotion of merit, professionalism, objectivity, equity and rule of law. Women and people with disabilities are encouraged to apply.
  4. Any form of canvassing is not allowed and any candidate involved in canvassing of any kind shall automatically be disqualified.
  5. The Commission reserves the right to administer aptitude tests for any position at any stage of the recruitment process.
  6. Only shortlisted candidates will be acknowledged.

MODE OF APPLICATION

Interested persons who meet the above specifications should send or deliver an application letter together with copies of relevant certificates and detailed current curriculum vitae, naming three traceable referees, in a sealed envelope clearly marked on top with the post being applied for, to:

The Commissioner
Independent Complaints Commission (ICC)
AMA Building, City Centre (Opposite Malville Boutique Hotel and ACB Offices)
P.O. Box 30245
Capital City
LILONGWE 3

Applications can also be emailed to: recruitments@icc.gov.mw clearly indicating the position being applied for on the subject of the email.

The closing date for receiving applications is 11th November, 2024.