SENIOR ADMINISTRATIVE ASSISTANT

Our Client, the University of Malawi (UNIMA), a leading Public University, seeks to engage a Senior Administrative Assistant in the Office of the Vice Chancellor. The position is tenable in Zomba, Malawi.

THE ORGANIZATION

The University of Malawi is the Country’s oldest Public University, founded in 1964, and re-established on May 3rd 2019 under the Act of Parliament No. 18 of 2019. The University is ranked #1 in Malawi and in top 6.8% out of 20,000 universities in the world by Center for World University Ranking, 2023.

The University boasts a diverse student population in it’s six schools: School of Arts, Communication and Design: School of Education; School of Humanities; School of Law, Economics and Government; and School of Natural and Applied Sciences.

OVERALL JOB PURPOSE

Under the guidance and direct supervision of the Vice Chancellor, the Administrative Assistant ensures effective and efficient functioning of the Vice Chancellor’s Office, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

KEY RESPONSIBILITIES:

• Efficiently manage the Vice Chancellor’s diary / schedule, appointments and travel arrangements;
• Coordinate and prepare meetings, ensuring the Vice Chancellor is well informed and prepared and taking care of routine matters in the absence of the Vice Chancellor;
• Handle correspondence, emails, and all communication on behalf of the Vice Chancellor, including coordinating secretarial services of the Office, review / clear correspondence for the Vice Chancellor’s signature;
• Maintain confidentiality, high professional performance standards and discretion in all interactions and tasks;
• Managing junior staff assigned to the Vice Chancellor’s Office, e.g., Office Assistants;
• Assist in the organization of University events, meetings and special projects, as assigned, effectively interfacing with all offices including student bodies when they want to present issues to the Vice Chancellor;
• Coordinate the information flow in the Vice Chancellor’s Office, and follow up on circulation files; and
• Conduct research and compile reports, as required.

QUALIFICATIONS, EXPERIENCE, ATTRIBUTES, AND COMPETENCIES:

• Bachelor’s degree in Business Administration. Administrative Studies or relevant field; or
• Proven experience as an Executive Assistant or similar role of not less than three years;

Core Attributes:

• Organized, proactive, dynamic, dedicated and passionate about supporting senior executive
• Results focus:
• Communication, team work, building effective relationships, and knowledge sharing: and

Technical/Functional Skills:

• Ability to effectively use standard office software, such as MS Office (Word, Excel, Outlook, PowerPoint, and Exchange):
• A team work spirit, flexibility and openness to work in a collegiate environment. Utmost tack, discretion, courtesy and trustworthiness are essential personal attributes;
• Excellent communication and interpersonal skills;
• Excellent organizational and time management skills; and
• Ability to draft communication with minimal help.

Applicants, meeting the required qualifications, experience, attributes, and competencies, should send an application letter + a detailed curriculum vitae, and names of three traceable referees, to the address listed, below, quoting the reference number: “CO2025/1/10.” Applications submission deadline is: Friday, 31st January 2025.

Only short-listed candidates will be acknowledged.

Blantyre: Global House, Kristwick, Chipembere Highway, Box 2051, Blantyre

Lilongwe: Honeydew Villa, Area 14, Box 30440, Lilongwe 3

Mzuzu: MPICO House, Box 33, Mzuzu

Email address: jobs@amgglobal.co.mw