Ipas works globally so that women and girls have improved sexual and reproductive health and rights through enhanced access to and use of safe abortion and contraceptive care. We believe in a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health.
The Administrative Associate provides general administrative support for Ipas Malawi Office Team, consultants, Africa Alliance and headquarters staff visiting Malawi. S/he provides efficient and timely action on administrative and finance matters. S/he is responsible for select accounting functions and other duties as assigned, including: the preparation of correspondence and materials, coordination of meeting and conference logistics, coordination of national and international travel, and assistance with preparing financial and programmatic documents and reports.
FINANCIAL ADMINISTRATION: Assist with keeping records of Malawi transactions. Duties include: entering transactions in computerized accounting system, generating vouchers, assisting with report preparation, processing invoices and check requests, and following up on travel expense reports and supporting invoices and receipts.
OFFICE MANAGEMENT: Work closely with the Finance Associate to ensure smooth operation of the Malawi office. Duties include: assisting with the purchase of office supplies and equipment by obtaining quotes, obtaining required approvals and issuing of purchase orders; shipping; organizing resources; handling of petty cash; keeping the office in good order; implementing procurement procedures; repairs and maintenance of office furniture and fittings; and other duties as assigned.
TRAVEL COORDINATION: Responsible for coordinating travel of all Malawi Ipas office staff, visitors, consultants, and related travelers. Duties include: preparing travel authorization and expense documents; coordinating and maintaining schedules of visitors (colleagues or overseas staff).
PROJECT ASSISTANCE: Assist the Malawi Programme Team by performing tasks that support their programmatic work. Duties include: tracking unit deadlines; formatting reports and forms; coordinating logistics and participation for conferences, workshops, and trainings; database entry; serve as the Malawi internet (Luna) site ‘power user’ and manages all internal documents; and other duties as assigned.
WRITING: Responsible for writing letters, reports, meeting minutes, and other documents and proofreading of documents and other written materials.
REPORTING: Assist in production of country-related documents, including grant agreements, contracts, disbursement schedules, project timelines, project budgets, project work plans, monthly reports and narrative reporting schedules
• Bachelor’s degree in Business Administration and any other relevant field.
• At least 2 years of professional work experience, preferably with an international NGO;
• Demonstrated computer experience (Microsoft Word, Excel and Outlook);
• Good communication and writing skills;
• Strong administrative skills;
• Good interpersonal skills;
• Strong organization skills;
• Basic bookkeeping skills preferred;
• Ability to multi-task and communicate effectively with consultants and staff;
• Fluency in written and spoken English;
• Experience in organizing conferences, workshops and training events desirable;
Ipas is an equal opportunity employer. We do not discriminate on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.