Admin Assistant (mothers2mothers)

  • Contract
  • 11 months ago
  • Number of vacancies 1 opening

Job Description

mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across eight sub-Saharan African countries. m2m trains, employs, and helps empower HIV-positive women to work as community healthcare workers in understaffed health centres and underserved communities.

Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence.

It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 10,000 jobs for African women living with HIV. For more, visit

Job Title : Admin Assistant
Location  Lilongwe – , LLG MW (Primary)
Type of position : Fixed Term Contract
Education : Diploma
Closing Date : 15/4/2020
Job Description

The Administrative Assistant  is responsible for ensuring administration, financial and operations management functions of the CHSS, providing support to the logistics, procurement, fleet and communication needs of the office.
Financial and Administrative responsibilities include preparing and disbursing resources for travel, official vehicle use and fuel management, procurement, preparation of meetings and financial transactions and financial reports. The office administrator will also provide the necessary guidance CHSS team at the district levels in ensuring proper procedures and documentation according to the government and donor’s financial and administrative guidelines.
Likewise, the Office Administrator will support the national and district offices in the preparation and submission of government and partner reports.

Roles and Responsibilities 

Financial and Grant Management:
•    Support the process of implementing sound accounting procedures
•    Support program budgets preparation in collaboration with the Deputy Director
•    Monitor the expenditure against budgets Oversee accurate and timely receipt and recording of financial transactions.
•    Monitor the CHSS’s account balances and funds reconciliations, ensuring sufficient balances for smooth office operations.
•    Prepare and review financial and narrative reports in collaboration with the District Community Health Officers
•    Monitor monthly communication cost of each office ( e-mail, Internet)
•    Ensure CHSS compliance with donor regulations

Administration, Communications and Operations: 
•    Implement systems of internal control that safeguard CHSS assets
•    Conduct general clerical duties including photocopying, fax, and mailing
•    Record, date stamp and distribute all incoming mail
•    Support filing of all documentation and data entry as and when required
•    Manage the internal communication channels; answer phones, directs calls and respond to inquiries
•    Ensure the maintenance and efficient use of all communication hardware and services.
•    Undertake regular inventory of equipment

•    Support  procurement of goods and services in accordance with donor procurement procedures
•    Support the security of capital assets and valuable equipment
•    Support timely procurement and stock management of required supplies for national and district offices
•    Assist in collection of quotations; purchase goods; and receive merchandise. Manage the  filing and archiving of procurement documents

Fleet, Stocks and Supplies Management:
•    Implement tools for stock management
•    Undertake periodic inventories of all equipment and stationary
•    Manage stock movements and distributions of goods

Fleet Management: 
•    Ensure effective allocation and availability of vehicles
•    Establish tools for vehicles follow-up: log books, technical check-ups and repairs)
•    Coordinating topping up of fuel cards
•    Reconciliation of fuel usage both at national and district levels
Perform other reasonable tasks as necessary to support the functioning of the CHSS

Job Requirements

Qualifications & Competencies

•    Relevant diploma in administration or diploma in Financial management/accounting with minimum 2 years’ experience in a busy institution
•    Fluency in English and Chichewa
•    Ability to implement financial management processes and procedures
•    Financial acumen, strong conceptual abilities and business sense
•    Excellent organizational, communication and management skills
•    Methodical with strong attention to detail
•    Ability to manage multiple tasks and competing priorities
•    Ability to take direction and learn on the job
•    Build and maintain good relations with internal and external customers
•    Good command in use of ICT
•    Ability to work within a team


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