Overview

Job Title: Human Resources and Administrative Officer

Reports To: Finance and Administration Director

Duty station: Lilongwe, Malawi.

Background
Pump Aid is a well-established and highly regarded NGO operating in the WASH space in Malawi, focusing on community WASH at Community Based Childcare Centres. In 2018 it established Beyond Water, a social enterprise to drive forward access to water through i) a professionalised repair and maintenance service for community water points and ii) low-cost pump sales for households and small-scale farmers. Beyond Water has achieved considerable success since its inception and is scaling up its operations. The focus of this role will be on the management, development and growth of community WASH and Repair and Maintenance.

Roles and Responsibilities

Administrative Support Duties

  • Ensure that utility (water, electricity, e-mail) and office bills are paid on time and service is maintained.
  • Sometimes you will need to physically visit service providers.
  • Maintain consumables control system to ensure sufficient stocks for office needs.
  • Organize for staff meetings. This includes collecting agenda items from staff, keeping minutes and circulating them and reminding staff about meeting dates and any assignments from previous meetings.
  • Maintain records for all departments and programme operations by filling and retrieving documents in appropriate files.
  • Coordinating organisational data and information back-ups both electronics and hard copies.
  • Manage organisation insurance policies thus; report accident to insurers by filling accident report form, obtain police report for insurance purposes, renew policy of the company with the insurers and insure newly acquired goods and deregister goods that have been disposed.
  • Maintain staff Medical scheme with MASM. Make payments and adjustments whenever necessary.
  • Ensure payments to boards are made i.e. COGOMA, The NGO board.

Human Resources Duties

  • Support in implementing human resources policies and procedures.
  • Maintain and update filing systems for all human resource and administrative activities.
  • Support in correspondences and filing of some and documenting staff changes
  • Support in CP recruitments e.g. invitations, logistic support to candidates, organizing venues for written and oral interviews, etc.
  • Support the induction of newly recruited staff in consultation with CD.
  • Provide working tools for newly recruited staff e.g. work space, computer, manuals, etc.
  • Coordinate staff registrations for medical insurance and ensure timely renewal of same.
  • Process all other insurance policies, including renewals (e.g. Life Insurance, Group Accident and other insurance policies) for CP staff.
  • Keep an up to date register of all categories of staff leave taken.

Accounts Department Support Duties

  • Control working cash for Lilongwe office.
  • Maintain an up to date and accurate listing of all assets and fixed asset register.

Motor Fleet Management

  • Assign tasks to the driver.
  • Monitor fuel consumption for each vehicle
  • Develop and help the driver to prepare vehicle monitoring analysis report.
  • Prepare monthly vehicle report, checking log books and verify based on the monthly fuel usage.
  • Process vehicle insurance renewals.
  • Ensure vehicles, motorcycles are always roadworthy and have valid documents.

Procurement

  • Monitor stock in order to identify purchasing needs.
  • Solicit quotations from various suppliers to ensure effective competition.
  • Prepare Local Purchase Orders for management authorisation.
  • Purchase goods from suppliers with either cash or credit.
  • Logistic and warehousing
  • Ensure that all materials are available in required quantities.
  • Organise monthly stock counts to verify data and reconcile.
  • Ensure that the limited storage space in the warehouse is fully utilised.
  • Auditing all storage areas on a frequent basis to ensure standards are being maintained.
  • Provide report of audits on a quarterly basis to management
  • Monitor distribution of pumps to sub offices and direct purchase.
  • Periodic warehouse visits to ensure proper warehousing procedures are adhered to avoid unnecessary losses.
  • Prepare monthly reports on pumps sales and distributed to sub offices and produce monthly balances figures.

Required Qualifications

  • Degree in Business Administration or any related field.
  • Minimum of 4 years of non-profit management experience with substantial knowledge and experience in procurement, logistics management, IT, infrastructure and administrative systems
  • Maintain confidentiality of information
  • At least two years supervisory experience
  • Extensive knowledge of organizational and operational best practices;
  • Excellent listening, writing, and speaking skills;
  • Strong presentation skills, interpersonal skills, ability to motivate others.

Method of application
Qualified candidates should send their applications through E-mail plus detailed Curriculum Vitae (CV) showing three traceable referees before 10th August, 2022 to:

Finance and Administration Director
Pump Aid Beyond Water
Area 14 Plot No 211
P.O Box 2712
Capital City
Lilongwe 3.

Email: JessyKawamba@pumpaid.org

Only shortlisted candidates will be acknowledged.