Human Resources and Administrative Assistant

Farm Radio Trust (FRT)

VACANCY ADVERTISEMENT

Farm Radio Trust (FRT) is a leading non- governmental organization dedicated exclusively to serving farming communities through complementary approaches of face to face and ICT based information, communication, extension, and advisory services in Malawi with a growing reputation and involvement in program and policy development processes across sub-Saharan Africa. Our vision is to be a leader in the provision of sustainable livelihoods information and services to farming communities’. FRT was registered under the Trustees Incorporation Act in 2009; registered as a local non-governmental organization under Council for Non-Governmental Organizations in Malawi (CONGOMA) in 2010 and with NGO Board since 2013.

Human Resources and Administrative Assistant

Reporting To: Director of Finance and Administration

JOB SUMMARY

The Human Resources and Administration Assistant shall provide support on organizational human resources management which shall include managing staff personal files, orientation, leave management, performance appraisal management etc. and key administration support services.

i. Human resource function

  • Provide support to staff through elaboration, interpretation and application of human resource policies, programs, and practices. Ensure that all policies are signed for.
  • Support the HR&AO in developing annual HR operational plans
  • Produce and submit monthly reports on HR activities to the HR&AO.
  • Facilitate and document yearly policy acceptance declarations by all staff.
  • Provide support in the recruitment and placement needs that are in line with HR guidelines and internal processes.
  • Ensure proper filing of all recruitment documents
  • With the support of HR&AO facilitate effective orientation and comprehensive induction to new/promoted staff.
  • Support the timely implementation of performance agreements and appraisal process for the entity.
  • Track the performance management cycle processes, ensuring the timely distribution and enhancing the timely completion and return of appraisals.
  • Supporting processing of entitlements and benefits i.e. (Medical Scheme, Gratuity, Pension and Death benefits)
  • Tracking staff contracts and ensuring that they are up to date and initiate timely contract review processes toward expiry of staff contracts.
  • Develop leave plans for staff and ensure that leave plans are adhered to.
  • Ensure adequate and up to date staff records at all times.

ii.Office Management and Administration Support

  • Ensure effective support and management of the office.
  • Ensure that offices, office premises, and the surroundings are always habitable and clean.
  • Ensure an effective security environment for staff, office premises and equipment
  • Ensure timely submission of monthly reports i.e., monthly management report, fleet reports, staff movements and returns and security reports
  • Maintain files for contracts with service providers and ensure that FRT comply with obligations to the contracts. e.g. Rent, Insurance, Subscriptions, Retainership with Lawyers, Mobile Service Providers, Internet Service Providers, Support Service Providers, Security services etc.
  • Ensuring that utilities bills are paid on time.
  • Provide support to drivers, office assistant and any other casual laborers.

iii. Fixed Asset Management.

  • Ensure that all acquisitions are properly classified and timely accounted for in the accounting system.
  • Maintain a fixed asset register and maintain records of all acquisitions in the register.
  • Maintain an updated inventory of assets for all allocated points.
  • Carry out periodic reviews of assets to test fairness and completeness.
  • Assign tag numbers and coding to assets and carry out annual verification of fixed assets and report thereon.

iv. Transport and Logistics.

  • Ensure efficient logistical arrangements and ensure transport requests are timely addressed.
  • Ensure adherence to FRT transport policy.
  • Keep the service record for all vehicles and plan for vehicle services.
  • Ensure that vehicles are always roadworthy, and that vehicle insurances and Certificate of Fitness are up to date.

v. Procurement Function.

  • With the support of the Finance Officer. prepare FRT procurement plan and ensure its implemented timely.
  • Ensure that proper procurement records are maintained for all procurements.
  • Ensure that FRT procurement policy is adhered to in all procurements.

Requirements

  • Degree in business administration, or related qualification from reputable institution of high learning.
  • Minimum of three years’ experience in a similar or related position
  • Significant executive support experience
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • With excellent communication and interpersonal skills
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, staff, community leaders, donors, and funded partners.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Able to maintain a high level of integrity and discretion in handling confidential information.

METHOD OF APPLICATION

The application should include an up-to-date curriculum vitae, names and contact details of three traceable referees. The interested applicants should send their application to info@farmradiomw.org

The Chief Executive Officer

Farm Radio Trust

P.O Box 30081

Lilongwe

The closing date for receiving application is 15th January 2025. The CVs will be reviewed on rolling basis. Note that only shortlisted candidate will be acknowledged.