Vacancy: Secretaries (2) In Malawi 2016
Two vacancies has arisen for the above position at Bunda Campus of the Lilongwe University of Agriculture and Natural Resources.
1. Resource Planning
a. Identifying items needed for the office and prepares a budget proposal to the office for inclusion in the annual budget.
b. Receiving an approved budget from Executive.
c. Preparing for a procurement plan for the office and submit it for approval to the Officer.
2. Managing Appointments
a. Receiving requests from the officer to arrange meetings and maintains a diary
b. Reminding staff of meeting schedules and providing all necessary files and information.
c. Seeking approval from the Head and staff for the appointment and diarizing meetings
d. Arranging and providing refreshments during the meetings
3. Managing Correspondence
a. Receiving correspondence for the office and vet whether they are appropriate to the office.
b. Drafting responses for generic requests and submitting to the responsible officer for review and signing.
c. Receiving instructions from the responsible officer on how to handle correspondence.
d. Maintaining copies of all correspondences in the office.
4. Typing Correspondence
a. Receiving drafts of official documents for typing, printing and dispatching
b. Taking dictation, transcribes, for drafting and printing
a. Receiving incoming call and outgoing calls.
b. Screening telephone calls, and providing guidance according to the rules and regulation of the University.
c. Taking and relaying offcial messages.
d. Managing official emails and internet facilities:
i. Checking and responding to official emails in consultation with the responsible officer
ii. Printing all official emails that needs urgent attention
e. Managing the fax machine to facilitate easy communication.
f. Disseminating information to students, departments, and faculties as advised
6. FILING AND RECORDS MANAGEMENT
a. Creating filing systems and filling indices for the office.
b. Sorting documents according to the filling index
c. Labeling files and filing cabinets.
d. Ensuring safety of all confidential files
e. Separating closed files from active files and submitting closed files for filing.
f. Managing electronic filing:
i. Filing document according to names and subjects
ii. Opening folders according to the subject of the document
iii. Preparing backups for computerized data
iv. Maintaining bound annual records
a. Supervising the messenger on the collection and delivery of mail.
b. Supervising the messenger on the use of office equipment such as photocopier, printers, computers, etc .
8. TRAVEL AND CLAIMS MANAGEMENT
a. Receiving requests from the responsible officer for meetings outside work station.
b. Making bookings and arrangements for accommodation and fuel requirements using the appropriate procedure.
c. Confirming bookings and providing the responsible officer the necessary reference numbers.
d. Processing subsistence claims
9. DECISIONS MAKING
a. Deciding how to diarize the appointments
b. Deciding on how to manage visitors and calls
10. SUPERVISORY CONTROLS
a. Supervising messengers and cleaners
11. KEY CONTACTS
a. Head of Department
b. Other Senior Members of Staff
a. Planning office requirements
b. Planning appointments
• Malawi School Certificate of Education plus office Practice/Etiquette, English for Business Communication, Book Keeping, Commerce
• Must have attended computer courses for secretaries
• At least 2 years working experience in a well-established/busy office
• Diploma in Secretarial Management
• Shorthand 120 words per minute
• Advanced typing 50 words per minute
HOW TO APPLY
Interested and qualified candidates should submit their applications together with curriculum vitae, copies of all relevant certificates and provide at least three work related and contactable referees to the following address by Friday 16th December, 2016:
P O Box 219