Exploits University
Applications are invited from suitably qualified and experienced candidates for the following vacant position of Receptionist and Records Officer tenable at Exploits University Lilongwe Campus.
RECEPTIONIST
Job Summary
The Receptionist is responsible for providing clerical, administrative support to administration, student affairs and admissions activities. He / She serves as primary point of operational and administrative contact for internal and external patrons related to administrations, student affairs and admissions. The successful candidate will report to the Assistant Registrar.
Key Duties and Responsibilities
1. Provides administrative support to administration and academic teaching departments by providing reception services, scheduling appointments and meetings, filing, and preparing other documents as requested.
2. Assists faculty by answering questions and providing information, locating desired information and materials, typing and collating.
3. Assists students by determining who can best provide information needed by the student, providing basic and initial assistance to students with questions about classes, registration, permissions, etc.
4. Assist in certificate management overseen by the University Registrar.
5. Supports the work of the departments by purchasing and requesting equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
6. Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, and agendas, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
7. Maintain the general upkeep of the premises, ensuring communal areas are clean and tidy.
8. Follow up and implementation of utilities bills for university.
9. Assist in ensuring Proper fleet Management all the time i.e insurances, motor vehicle licences and maintenance.
10. Supervision of Security guards, cleaners, messengers and gardeners.
11. Liaising with external Artisans including plumbing, electricity, carpentry, painters etc
12. Administration of Security in offices.
13. Provide administrative support to HR by assisting with interviews preparation, providing needed information and employee orientations.
14. Take and record minutes of meetings and presentations.
15. Any other duties as may be assigned from time to time by the Supervisor.
Qualification ad Work Experience
- Candidates should have a Diploma in Business Administration or secretarial studies obtained from a reputable university.
- A minimum of three (3) years relevant work experience.
- Those with university working experience will have an added advantage.
Skills and Abilities
- Excellent interpersonal skills
- Excellent oral and written communication skills
- Knowledge of routine office practices and procedures.
- Proficiency in MS Office (Word, Excel, Access and Power Point) and familiarity with internet.
- Ability to manage data and file.
- Ability to give clear directions.
- Ability to prioritize work.
- Ability to work in team environment and ability to multitask.
- Approachable personality.
Method of Application
Interested candidates should submit their applications electronically and these should include: a motivation letter, certified copies of relevant qualifications and detailed Curriculum Vitae with three traceable referees to the following address;
The University Registrar,
Exploits University,
P.O.Box 31507,
Lilongwe 3.
Email: recuit@exploitsmw.com Or: registrar@exploitsmw.com
The closing date for applications is 15th April, 2025. Only shortlisted candidates will be contacted. Late applications will not be considered.