Mott MacDonald
Job description
The role of Programme Assistant will sit within the “Support & Administration Team’ which is responsible for ensuring that all operational and administrative aspects of the Programme run effectively. The Programme Assistant will assist the Operations Manager in ensuring that the logistics and administrative aspects of Mott MacDonald Blantyre Limited run effectively. Reporting to the Operations Manager, the Programme Assistant will be based at the main office in Lilongwe.
Administrative Support
- Being the contact person for all staff travel requirements, especially vehicles.
- Be responsible for the preparation and communicate travel Plans
- Responsible for allocation of vehicles to officers and drivers, and monitor the usability of the vehicles
- Assisting in preparation of vehicle fuel floats and reconciliation
- Being responsible for the preparation of vehicle repair schedules
- Assisting in carry out vehicle cost analysis and provide a fleet report at the end of the month
- Assist in hotel and conference bookings
Finance Support
- Assist in compilation of payment schedules in readiness for payments made to participants
- during trainings and workshops.
- Maintain a record/database of account numbers / bank verifications for all Ministry officials,
- master trainers for ease retrieval and quick processing of payments.
- Scan/file project related finance documentation to support reconciliations for teacher
- trainings and other major workshops. Maintain records both physical and on SharePoint.
- Assist in review of monthly overtime claims raised by drivers for payroll input
MEL Support
- Assist in managing the preparation and compilation of training data, and pre-populated
- attendance registers, ensure they are filled and uploaded on SharePoint.
- Ensure training evaluation forms are completed
- Support training and workshop participants to complete attendance registers and
- evaluation forms
- Support organising and filing MEL-related documentation
- Support preparations for internal and external research activities, when required
Programme Technical/Logistics Support
- Assisting in ensure that teacher training materials are ready and delivered to the training
- centres on time
- Administer attendance signing sheets and bank verification during workshops
- Prepare and submit to finance participants transport and fuel reimbursement schedule
- Support in organisation, distribution and tracking of TLMs to schools
- Responsible for coordination of logistics during training/workshops
- Arrange workshop rooms and materials (equipment/books) before the workshops/teacher
- trainings
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment in consultation with the post holder and line manager.
Candidate Specification
Essential Competencies/Skills
- Excellent oral and written communication skills
- Excellent organisational skills
- Competency in event planning and management
- Competency in fleet management and logistics
- Willingness to learn and work on own initiative.
- Ability to solve problems and make decisions on time.
- Ability to manage multiple tasks and prioritize workload.
Required Academic/professional Qualifications, Training, And Experience
- University Degree in a relevant discipline; Business Administration, Accounting, Finance and Logistics
- Significant relevant work experience