Duties and responsibilities
Office Hospitality

• Making and distributing tea for staff on daily basis.
• Prepare conference rooms for meetings and special meetings and special events by assisting with reserving the rooms and arranging for refreshments, food and necessary equipment.
• Keep the kitchen clean and tidy at all times; ensure associated equipment are in good working condition.

Office Management Support Cleaning

• Ensure the office is open on time (by 6:30am) and conduct an early morning office status reporting any incidences to the Officer, Office Administration.
• Ensure there are sundries items needed in the washrooms and staff desk at all times
• Checking on the damaged items that needs to be fixed i.e., electronics and any other repairs and report to the supervisor.
• Maintain office filing and storage systems.
• Running office errands like post office and going to the bank.
• Photocopying and scanning documents for different individuals in different projects upon request.
• Supervising office cleaners and casuals to ensure the office is thoroughly cleaned in accordance to the set schedule.
• Sign the washroom cleaning timesheet appropriately

Reception Support

• Filling in at the reception to welcome visitors, handling incoming and outgoing mails and answering incoming calls.
• Managing relationships with internal and external visitors for any office assistance.
• Any other duties assigned by the supervisor

Key performance Indicators

• Quality hospitality support is provided to resident and visiting Evidence Action staff and appropriate stake holders.
• Tea is served on time
• Office kitchen are always clean and office equipment are always in working condition
• Office is open on time (6:30am), cleaned and organized before start of business at 8:00am
• Contracted office cleaners are supervised and they are following the set scope of work
• Office washrooms are cleaned, sundries items are always provided and washroom cleaning sheet is always updated
• Meeting rooms are always well organized and common use items e.g. projector, monitors and screen are always dusted
• Incidents and cases within the office are always reported on time and follow-up is made to ensure they are fixed on time
• Office is tidy and neat
   

Required profile for job ad : Office Assistant (Malawi)

Qualifications

• Minimum Certificate of Secondary Education
• A certificate in hospitality management and other related field is an added advantage
• Can communicate in English; written and spoken and has basic numeracy
• Team spirit and problem-solving abilities.
• Able to work independently.