Delegation of the European Union to the Republic of Malawi

VACANCY PUBLICATION: ADMINISTRATIVE SECRETARY

The Delegation of the European Union to the Republic of Malawi invites applications from suitably qualified and experienced candidates for:

ADMINISTRATIVE SECRETARY

ADM/SEC/POST 46730/2017

 

Main Functions and Duties:

Administrative and secretarial support including, dealing with protocol matters - all under the supervision of the Delegation's Head of Administration.

 

Some of the duties will be, but are not limited to:

1. Human Resources Management

  • Management of files of local agents, contract agents and officials
  • Update Edel-HRM on a regular basis and attach supporting documents as required
  • Assist in settling in and departure of officials and contract agents
  • Management of Local Staff Pension Fund
    • Ensuring that staff contributions are sent to the fund manager in time,
    • Informing the Fund Manager (Old Mutual) of the outgoing staff and new entries to the organisation, processing of claims/withdrawals/transfers
    • Reconciliation of annual statements
    • In liaison with the working committee organise and arrange for meetings with LA and / or with the Fund Manager (Old Mutual)

 

  • Recruitment and selection process
    • Assist in pre-screening of  received CV's in time given
    • Prepare recruitment documents and reports as soon as the final interview has been held
    • Assist in the preparation of interview tests timely
    • Assist in conducting interviews with junior staff timely enough to fill vacant posts

 

  • E-Tim
  • Constant checking in E-Tim the daily entries for Local Staff.
  • Constant checking of the absences and enter them in the system accordingly
  • Ensure the timely closure of the flexitime sheets for LA staff in all the sections and that the Head of Sections have validated them accordingly
  • Reporting to Headquarters of any anomalies of the system

 

 2. Protocol

  • Preparation of Note Verbales
  • Inform Ministry of Foreign Affairs of new arrivals and departures
  • Process temporary residential permits and diplomatic identity cards for officials and CAs in liaison with the Ministry of Foreign Affairs and Immigration Department
  • Process use of VIP Lounge at the airport for HoD and VIP visitors
  • Update regularly the Delegation's Diplomatic List and send it to the Ministry
  • Process vehicle registrations and de-registrations in liaison with the Ministry of Foreign Affairs, Malawi Revenue Authority and the Road Traffic Directorate.
  • Update the Edel-HRM protocol part regularly

 

3. Customs and Shipping Clearance

  • Check and follow up arrival of office shipments and personal effects for new comers with forwarding agents
  • Inform Malawi Revenue Authority Headquarters of incoming shipments and request for approval
  • Inform clearing agents of incoming shipments and arrange for customs clearance
  • Schedule delivery of the shipments
  • Research storage facilities if necessary
  • Process clearing of goods

 

4. General

  • Distribution of mail received by Diplomatic pouch
  • Drafting of correspondence
  • Assist the Logistics Officer and Contracts Officer in preparation of LPOs
  • Back-up for other colleagues on selected tasks as required
    • Accounts
    • Logistics Officer

 

Qualifications and Professional Experience:

Candidates need to have the following qualifications: Malawi School Leaving Certificate (MSCE) or A levels.

Minimum 2 years relevant experience.

Certificates of business administration or logistics would be an added value.

Experience with international organisations would be an added value.

 

Knowledge:

Excellent command of English, including drafting.

Good knowledge of Microsoft Office applications, in particular excellent formatting skills on MS Word, MS Outlook and MS Excel.

Sound knowledge of EU Software – MIPS, ARES, DRIVERS

Knowledge of EU procedures would be an advantage

 

Skills:

Excellent organisational, communication and inter-personnel skills

Excellent team-work, discretion and ability to work efficiently in a multi-cultural environment.

 

How to apply:

Applications including an updated Curriculum Vitae (CV) in English and a letter of interest indicating the job reference number Ref No: (ADM/SEC/POST 46730/2017)

 

Should be submitted to:                                                  

The Head of Administration

European Union Delegation to the Republic of Malawi

P.O. Box 30102

Lilongwe 3

Malawi

 

Please mark the envelope clearly: application for ADMINISTRATIVE SECRETARY

Closing date for receipt of applications: 10th July 2017 (applications must have reached the delegation by this date).

 

Shortlisted candidates will be invited for written test during the week between 17th and 21st July and oral interviews will be conducted second week of August. Salary will depend on number of years of relevant experience.

The European Union is an equal opportunity employer in a smoke free environment. Recruitment of the successful candidate will be subject to medical fitness. The Delegation has an HIV/Aids at the workplace policy.

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