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Operations Assistant at Banyan Global

  • Full Time
  • Lilongwe, Malawi
  • Applications have closed
  • Salary: 000

Banyan Global

Overview

Banyan Global is a woman-owned small business and international development consulting firm committed to improving livelihoods through market approaches for a broad and lasting impact. The firm is headquartered in Washington, DC and has program operations and activities in over fifteen countries around the world. Banyan Global operates within six practice areas: gender, youth, finance and investment, enterprise development, health, and monitoring, evaluation, and learning.

 

Banyan Global is the prime recipient of the USAID/Malawi Learn to Perform (L2P) Activity. L2P is a five-year task order to improve the Mission’s performance management, enhance program efficiency, and advance Mission learning. L2P will provide the Mission access to technical and advisory services to design and carry out specialized monitoring, evaluation, collaborating, learning, and adapting (MECLA) tasks that support Program Cycle implementation, as well as bolster the capacity of Mission staff and select partners to employ improved MECLA practices. Ultimately, through L2P, USAID/Malawi will be well-positioned to make data-driven decisions and strategically steer the Mission’s highly integrated Country Development Cooperation Strategy (CDCS) toward greater development results.

Responsibilities

Banyan Global seeks an Operations Assistant to provide operational and administrative support to all employees. The operation Assistant will serve as the point of contact for the firm and provide general office administration support and coordination, procurement of goods and services, local and international travel logistics, and other operations tasks associated with the project. This position will also work with the L2P Operations Officer, and others on the L2P team and Banyan Global home office to ensure that project activities are delivered on time and adhere to USAID and Banyan Global compliance requirements, global standards, and national policies.

Key Roles and Responsibilities

  • Manage the reception i.e., receiving and responding to phone inquiries, attending to visitors, and directing them accordingly.
  • Maintain and update internal and external telephone lists and routinely circulate internal list after any changes.
  • Update the office calendar and schedule meetings for both technical and operations.
  • Support the organization of L2P events, including but not limited to identifying and securing venues and associated logistics (meals, equipment rental, etc.), managing invite lists and registration, and assisting with set up and tear down.
  • Arrange domestic travel and lodging logistics for L2P staff and consultants traveling in Malawi for L2P activities.
  • Set up rooms and equipment for office meetings and prepare refreshments.
  • Ensure office records files are maintained according to the requirement, ensure confidentiality and safety of the data.
  • Support inventory and stores management by monitoring stock levels. Ensure inventory quantities are sufficient for needs by coordinating regular inventory checks and timely ordering of supplies.
  • Provide administrative support such as scanning documents, filing paperwork, photocopying documents and ensure office equipment and facilities are always in good working condition.
  • Fleet management, ensure vehicle maintenance is done satisfactorily and in accordance with policy.
  • Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification and price and quantity- and quality-inclusive.
  • Support the management of the Chief of Party’s schedule.
  • The Operations Assistant may be required to support other tasks related to procurement and asset management, office and event administration, and human resources not specified above.

Qualifications

Applicants for these positions should possess the following minimum qualifications and skills:

  • An advanced diploma preferably in Business Administration, management, social sciences, or related field.
  • Minimum of 5 years’ experience in office administration, logistics planning, human resources and procurement etc.
  • Familiarity with local as well as USG rules and regulations is required
  • Experience working on USAID-funded projects is an advantage.
  • Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants
  • Good organizational and planning skills
  • Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to details
  • Proficiency in the use of Microsoft office application packages like Excel, Word, or other customized accounting software and comfort in a Windows PC environment.

Location and Reporting Line: The Operations Assistant will be based in Lilongwe and reports to the Operations Officer.

Travel: Some travel within Malawi may be required to support L2P activities and events.