Administrative Officer

ADMINISTRATIVE OFFICER

Total LandCare (TLC) is a registered non-governmental organization founded in 1999. With its headquarters in Malawi, TLC is also registered and operating in Mozambique, Tanzania and Zambia. TLC’s mission is to transform the livelihoods of rural households from subsistence to prosperity and self-reliance. Achieving this goal involves building the capacity of organized groups of farmers and cooperatives to integrate sustainable agricultural and natural resource practices with initiatives to strengthen livelihoods and value chains linked to micro-finance and markets. The ultimate aim is to increase farm productivity, diversification, profitability and resilience with lower input costs and sound management of the landscapes for current and future generations.

TLC is inviting applications from suitably qualified Malawians to fill the posts of Administrative Officer. The Administrative Officer is responsible for comprehensive administrative support to ensure the efficient operation of the department and facilitate effective communication and coordination among team members and stakeholders. The Administrative Officer will report directly to the Managing Director and the Executive Director.

Essential Responsibilities

Administrative Support

• Manage office operations, including scheduling meetings, maintaining files, and organizing office supplies.
• Prepare and distribute internal and external communications, including memos, reports, and presentations.
• Coordinate travel arrangements for executive management and handle related logistics.

Financial Management

• Assist in budget preparation and monitoring expenditures.
• Process invoices, manage petty cash, and maintain financial records.

Human Resources

• Support recruitment processes, including job postings, scheduling interviews, and onboarding new employees.
• Maintain employee records and assist with performance management processes.

Events Coordination

• Assist in planning and coordinating departmental events.
• Monitor events timelines and deliverables, ensuring adherence to deadlines.

Data Management

• Maintain databases and ensure accurate record-keeping.
• Generate reports and analyze data as required.

Compliance and Policy Implementation

• Ensure adherence to organizational policies and procedures.
• Maintain a safe and secure working environment by ensuring compliance with health and safety regulations.
• Assist in the development and implementation of administrative policies.

Communication

• Serve as a point of contact for internal and external stakeholders.
• Coordinate the production of communication materials and publications including developing content (written materials, images, video and audio), and coordinating approvals and disseminating the final product.
• Facilitate effective communication within project teams and across the organization departments.
• Manage and implement TLC’s Communication Strategy.

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Proven experience in an administrative role, preferably in a similar environment.
• Proficiency in office software (e.g., Microsoft Office).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.

Skills and Competencies

• Attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and the ability to build relationships with stakeholders.
• Time management skills and the ability to prioritize tasks effectively.

CONDITIONS OF SERVICE FOR THE POST

An attractive remuneration will be offered to successful candidates commensurate with qualifications and experience. The contract is for 12 months renewable yearly based on performance and continued funding of the project.

METHOD OF APPLICATION

Applications including up-to-date curriculum vitae giving names, telephone numbers, physical and email addresses of traceable referees should be sent to the address below not later than 14th February, 2025.

Managing Director

Total LandCare Malawi

Plot Number 12/520, Songwe Street, New Area 12

P.O Box 2440, Lilongwe