Administration Specialist at Millennium Challenge Account-Malawi II

About Millennium Challenge Account-Malawi II

The Government of Malawi signed a five-year agreement (‘Compact) with the Millennium Chaffenge Corporation (“MCC”) to fund specific programs targeted at reducing poverty and stimulating economic growth. MCC is a U.S. government agency focused on assisting countries dedicated to good governance, economic freedom, and investing in people. An Accountable Entity called the Millennium Challenge Account-Malawi II (“MCA-Malawi II”) has been created and designated by the Government of Malawi to implement the Compact.

Malawi Compact

The Compact consists of three projects, namely:

1. The Accelerated Growth Corridors Project (AGC) will focus on reducing transport costs in targeted rural areas. Under the AGC Project, the Road Corridor Improvement (RCI) Activity will target investment in physical upgrades and improvements across different classes of roads within four selected Accelerated Growth Corridors (AGCs) to improve rural access by addressing road conditions and reducing transport costs. The Policy and Institutional Reform and Capacity Building (PIR) Activity will focus on assisting the Government to address policy, legislative, institutional, and funding issues to ensure that road transport in AGC areas is well-maintained and managed.
2. The Increased Land Productivity Project will focus on improving land services, strengthening conditions for increased investment in land and better-functioning land markets through two main activities: the Land Administration Resourcing and Institutions Activity – which will support development, adoption, and implementation of reforms to expand national land-based revenues and address institutional change – and the City Council Land-Based Revenue Modernization Activity, which will expand coverage and collection of land-based revenues, to increase resources for key services and increase investment in land and finally.
   The American Catalyst Facility for Development Project will focus on facilitating U.S. International Development Finance Corporation (DFC) investment in Malawi to catalyse increased private investment consistent with Compact objectives and increase the scale and impact of the Compact.

 

Administration Specialist

Position Objective

The Administration Office at MCA-Malawi Il is entrusted with the overarching responsibility of overseeing the administrative functions that form the backbone of the organization. This includes the strategic planning, implementation, and management of administrative policies, human resources, facilities management, procurement, and general operational support.

The Administration Specialist plays a vital role in supporting the HR and Administration Manager in achieving the organization’s strategic goals. This role involves working closely with the HR and Administration Manager and the Director of Administration and Finance to ensure smooth operation of daily tasks, facilitating effective communication, and providing robust administrative support. This position is pivotal in organizing activities, managing information flow, and ensuring administrative processes are conducted efficiently to support the overarching goals of the organization.

Duties and Responsibilities

• Oversee office operations to ensure an organized and efficient work environment by monitoring inventory and supply needs for timely procurement.
• Ensure well-maintained office facilities by coordinating with service providers for repairs and upgrades, and by scheduling repairs of broken assets.
• Implement and maintain advanced office management systems to optimize workflow and enhance operational efficiency within MCA-Malawi II.
• Develop and lead training programs for MCA-Malawi Il staff on administrative processes and best practices to ensure consistency and high performance across the organization.
• Coordinate high-level meetings and events, including stakeholder and inter-agency collaborations, ensuring seamless execution and follow-up.
• Implement and manage advanced data management and reporting systems to provide real-time insights and support decision-making
• Serve as a liaison with senior management and other departments to align administrative functions with organizational priorities and projects.
• Arrange and facilitate travel logistics for staff and visitors, including vehicle assignments, accommodations, and transportation.
• Lead initiatives to enhance workplace safety and ensure compliance with health and safety regulations.
• Serve as a point of contact with external vendors, managing contracts and service agreements while ensuring timely service delivery.
• Vehicle and Dispatcher Coordination: Oversee the management and scheduling of MCA-Malawi Il’s vehicle fleet, including scheduling maintenance and repairs, and coordinating drivers and their trips to ensure efficient transportation services.
• Maintenance Management: Develop and implement a maintenance schedule for all MCA-Malawi Il’s vehicles, ensuring timely and effective repairs and servicing to maintain operational readiness.
• Driver Scheduling: Coordinate the scheduling of drivers, ensuring that transportation needs are met for all MCA-Malawi Il activities, and maintain accurate records of vehicle usage and driver assignments
• Compliance: Ensure all vehicles and drivers comply with local transportation regulations, safety standards, and MCA-Malawi Il policies.
• Perform other administrative tasks and special projects, as assigned by the Director of Administration and Finance and HR and Administration Manager, to support the effective functioning the MCA-Malawi II.

Education

• A bachelor’s degree in business administration, Public Administration, Management, or a related field is required
• Professional certifications in administrative management, project management, or procurement are highly desirable.
• Demonstrated knowledge of administrative processes, office management systems, and procurement best practices is essential.

Experience

• Minimum of five (5) years of experience in executing administration and/or executive support functions.
• Have strong computer skills with proficiency in the use of common Microsoft Office applications (Word, Excel, and PowerPoint) or similar office suit.
• Excellent written and verbal communication skills in English, including writing professional emails to a variety of audiences.
• Experience working with international organizations or donors a plus.
• Proficiency in English, both written and spoken, and fluency in the local languages) is required.

Method Of Application

Applications for these positions should be sent to: [email protected]

Applications should be accompanied by the following documents:

1. Curriculum vitae containing detailed work experience.
2. Cover letter confirming interest and availability.
3. Soft copies of education and professional certificates (if available).

The closing date for receiving applications is 28th June 2024. Please note that only applications received through [email protected] will be considered. Any applications received through other channels will not be considered. Only shortlisted applicants will be contacted for interviews. Interested applicants should indicate the position title in the subject line of the email.