Job Summary:


The Administrative Assistance will be crucial in ensuring that the Malawi Operations Team are consistently and efficiently supported timeously in various operational functions. 


Job Role:

Operational Activities: 


Ensure that the payroll file is accurately updated monthly and submitted to the Payroll Administrators 
Assist off-shore Managers with staff-related queries. Gather all information and submit the information to HR
Verify, capture, and reconcile the weekly expense claims provided by all Malawi managers.
Check funding against transactions and current running balance daily and liaise closely with the Finance Department and Banks with all funding-related queries.
Prepare weekly cash instructions, and create and accept trades on PPI.
Fuel cards for Managers to be top-up timeously.
Lease agreements, rental, and license fees are paid on time and the rental schedule is updated timeously.


Monitoring and Reporting


Monitor vehicle tracking reports weekly for offshore managers and report back on any abnormalities to management
Monitor fuel consumption weekly and report back to management on any abuse or abnormalities.
Weekly monitoring and reporting on cash movement on PPI or on all related systems used.


General Administrative Tasks


General understanding of the MRA Withholding Tax process and record-keeping
Management of Fuel Cards
Act as point of contact for offshore Management related to payroll, administrative and treasury
Generating and Distribution of monthly.


Skills and Competencies:


Proficient in Microsoft Word and Excel 
Excellent attention to detail and organizational abilities to ensure the timely and accurate execution of operational support.
Ability to interact and communicate with stakeholders and possess strong verbal and written communication skills.
Strong analytical abilities with the capacity to recognize and address potential operational and financial concerns.
Anonymity while handling sensitive financial data with integrity and professionalism.
Able to work under immense pressure and
Time Management


Attributes:


Analytical Thinking: The capacity to evaluate and advise on operational objectives and reach fact-based conclusions.
Proactive Planner: Must be able to effectively predict Operational requirements and make plans in advance to ensure timely disbursements.
Collaborative Team Player: Willingness to collaborate closely with multiple departments to guarantee efficient operational procedures and resolve any concerns that may crop up.
Ability to function quickly and adjust to shifting priorities and demands.
Ethical Mindset: Dedication to upholding legal requirements, compliance requirements, and moral standards.


Minimum Requirements    

Requirements:


Grade 12 Senior Certificate or National Diploma in Business Administration (will be an advantage)


Deadline:10th August,2025