Administrative Assistant at Fount for Nations

FOUNT FOR NATIONS VACANCIES

Fount for Nations (FFN) is a registered Malawian non-governmental organization founded in 2015 with the sole mission of creating equal learning opportunities for children with disabilities in Malawi.

FFN currently focuses on early developmental assessments and rehabilitation services, Family Support Programs (FSP), and Policy change and Advocacy.

These programs are crafted to address the multifaceted needs of children with disabilities and their families. FFN’s early identification program (EIP) understands the critical importance of early intervention and offers comprehensive developmental assessments to identify potential challenges through routine growth monitoring.

FFN’s Family Support Program complements these efforts by strengthening the families’ vital role in nurturing and advocating for their children. Through innovative family support programs, FFN equips parents and caregivers with the knowledge, resources, and emotional support needed to navigate the challenges of raising a child with disabilities.

Our policy and advocacy work are then rooted in the belief that true progress requires more than individual efforts and demands systemic change. FFN has been committed to driving policy reform and advocating for the rights of children with disabilities at local, national, and international levels through the Pamodzi Initiative for Inclusive Education in South East Africa (PIESEA).

 

To ensure quality delivery of the organization’s programs, FFN seeks to recruit highly motivated and well-experienced persons to fill the following positions:

 

Job Title: Administrative Assistant

 

Duration: June 2024 – December 2024 (With the possibility of renewal dependent on Funding and Job Performance).

 

 

Position Overview:

Reporting to the Finance Administrator, the ideal candidate should be able to perform in a fast-paced environment, possess excellent communication skills, and be proficient in various administrative tasks. This role will involve assisting with day-to-day office operations, managing documentation, scheduling meetings and follow-ups, and providing general administrative support as needed.

 

Key Responsibilities:

 

Document Management:

• Organize and maintain physical and electronic files and documents.
• Ensure documents are accurately labelled, filed, and easily accessible.
• Assist in drafting, editing, and proofreading correspondence, reports, and other documents.

 

Scheduling and Coordination:

• Schedule appointments, meetings, and travel arrangements for team members.
• Coordinate meeting logistics, including booking conference rooms, arranging catering and logistics.
• Communicate effectively with internal and external stakeholders to ensure smooth coordination of schedules.

 

Administrative Support:

• Provide general administrative support, such as answering phones, responding to emails, and handling inquiries.
• Assist in updating personnel files
• Ensure the operation of the procurement system adheres to policy guidelines
• Assist in preparing presentations and reports.
• Order office supplies and maintain inventory levels.

 

Data Entry and Record-Keeping:

• Accurately input data into spreadsheets, databases, and other systems.
• Maintain accurate records of expenses, invoices, and other financial documents.
• Assisting with basic accounting tasks, such as arranging funds requests, expense tracking using funds monitoring tools
• Generate reports as requested by management.

 

Team Collaboration:

• Collaborate with colleagues to support departmental initiatives and projects.
• Foster a positive and collaborative work environment through effective communication and teamwork.

Key Performance Indicators (KPIs):

 

Accuracy and Attention to Detail:

• Percentage of accurately filed documents.
• Error rate in data entry tasks.
• Quality of written correspondence and reports.

 

Timeliness and Efficiency:

• Meeting scheduling efficiency (e.g., adherence to deadlines, minimal conflicts).
• Turnaround time for administrative tasks.
• Meeting deadlines for document preparation and submission.

 

Communication and Collaboration:

• Feedback from colleagues regarding communication effectiveness and responsiveness.
• Successful coordination of meetings and events.
• Demonstrated ability to work collaboratively with team members.

 

Organization and Time Management:

• Maintenance of organized filing systems, both physical and electronic.
• Efficient use of time in managing multiple tasks and priorities.
• Ability to adapt to changing priorities and deadlines.

 

Customer/Colleague Satisfaction:

• Feedback from internal stakeholders regarding satisfaction with administrative support.
• Response time to inquiries and requests.
• Overall satisfaction scores from colleagues and supervisors.

 

Qualifications:

• Diploma or equivalent; additional qualifications in Office Administration or related field preferred.
• Proven experience in an administrative role or similar capacity.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality in handling sensitive information.
• Must be a holder of Class B driving license
• Candidates with QuickBooks knowledge will have an added advantage to the position.

 

Method Of Application

To apply for the position, qualified individuals should send a motivational letter and CV with at least three traceable references as a single PDF document to [email protected] copying [email protected], [email protected] and [email protected] not later than 25^th May, 2024.