Field Administration Officer

  • Full Time
  • Phalombe
  • Applications have closed

Concern Worldwide Malawi

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Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. We started working in Malawi in 2002 and are well known for our innovative and quality programmes. We promote learning and staff development for our staff through training, coaching, mentoring and exposure to new experiences. Concern Worldwide Malawi has the following exciting opening in Malawi for talented and committed individual. Concern is an innovative and dynamic development and humanitarian organisation, currently working in the districts of Mangochi, Phalombe, Chikwawa, Mulanje and Nsanje, implementing programmes in Food Security & Resilience; Health & Nutrition; Gender Equality and Education.

Field Administration Officer — based in Phalombe

Purpose of the role:

To provide day-to-day support to ensure the smooth running of the programme Office. He/She will also ensure that the office environment is maintained, repaired, secured and efficient management of transport and stores

Responsibilities & Tasks:

  • Ensure that all incoming communications (telephone calls, emails etc.) are responded to professionally and reliably passed on to the appropriate person(s)
  • Ensure that all programme office utility bills, subscriptions and office rent are paid on time
  • Ensure the safety of all Concern property including fire safety, availability of first aid and general safety management
  • Ensure that the office environment is clean, organised and attractive and that tea is provided to a high standard of quality and hygiene
  • Ensure that the asset register is up to date and submitting returns to head office
  • Ensure that the security procedures for Concern vehicles and motorcycles are adhered to by the driver and riders
  • As the security focal point person for the programme area, monitor and give security updates to staff, give security briefing to Concern visitors at the programme areas.
  • Effectively maintain the stores of the programme office with standard systems, preparing monthly stock reconciliations and annual stock checks
  • Make sure that all stock and fixed assets are physically verified and certified by District
  • Programme Manager at least on a quarterly basis.
  • Ensure that all office equipment’s are in good working condition at all times and engraved immediately they are acquired
  • Managing the transport system at the project area including allocating vehicles and motorcycles to staff, ensuring the vehicles, motorcycles and generator are serviced timely
  • Ensure all drivers and motorcycle riders have licences, calculating fuel consumption, notifying the transport officer on the need for repairs and compiling the monthly report for the vehicles and motorcycles
  • Maintaining leave records of support staff as well as a copy of their staff personnel files in confidential manner that no information is leaked out to unauthorised persons
  • Line managing all support staff at the programme area including doing their PDRs with them, conducting performance appraisals and holding regular meeting to plan and give feedback
  • Ensure that subscriptions for email and internet as well as other service contracts are renewed in a timely manner.

Credentials and Experience:

  • University Degree in Business Administration or any other relevant field
  • Diploma or short courses in financial management
  • At least two (2) years’ hands on experience working in an international NGO
  • Demonstrated experience in office management and administration
  • Capacity building and ability to train fellow staff
  • Solid understanding of rural development and humanitarian work
  • Ability to work with service providers and being able to negotiate fair deals for Concern
  • Excellent interpersonal and communication skills, facilitation skills and writing skills.
  • Must be computer literate in Microsoft Word and Excel.

Concern Code of Conduct and its Associated Policies Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Applications for the above career opportunity should include a cover letter; updated Curriculum Vitae with names of three referees (one must be most recent Line Managers). Due to the volume of applications Concern receives, Concern will only respond to shortlisted candidates. Send your application to the email by 5pm on 21st July, 2019. Concern is an equal opportunities employer and welcomes applications from all qualified people. Women are particularly encouraged to apply.