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Job Description

The Organisation

The Sugarcane Growers Association of Malawi (SUGAM) is a national apex body whose mandate is to represent all sugarcane growers in Malawi. SUGAM was established with technical assistance from United Purpose Capacity Building for Sugar Out-growers Project, and financial support from European Union (EU) and Solidaridad.


Summary of Purpose of Position & Key Responsibilities

SUGAM is searching for an Executive Secretary to help lead the establishment of its secretariat, manage day to day secretariat operations, the implementation of its strategic plan, development and execution of its fund raising activities. The Executive Secretary will act as the Head of SUGAM Secretariat. SUGAM requires an Executive Secretary with skills and experience to be the back bone of day-to-day operations of its secretariat and fund raising activities.

Together with the Board ensure SUGAM’s relevance to the sugarcane grower community, the accomplishment of SUGAM’s mission and vision, and the accountability of SUGAM to its diverse grower constituents.


The Executive Secretary is responsible to the Board of Trustees. The position works with a high degree of autonomy and responsibility.


1. Policy and planning

  • Lead, in conjunction with the Board, the implementation of the organisation’s strategic plan.
  • Helps the Board determine SUGAM’s values, short- and long-term goals.
  • Helps the Board monitor and evaluate SUGAM’s relevance to the community of sugarcane growers, its effectiveness, and its results.
  • Keeps the Board fully informed on the condition of SUGAM and on all the important factors influencing it.
  • Identifies problems and opportunities and addresses them, brings those which are appropriate to the Board and/or its committees and facilitates discussion and deliberation.
  • Informs the Board and its committees about trends, issues, problems and activities in order to facilitate policy-making and recommends policy positions.

2. Management and administration

  • Provides general oversight of all SUGAM activities, manages the day-to-day secretariat operations, and ensures a smoothly functioning, efficient organization.
  • Ensures program quality and organizational stability through development and implementation of standards and controls, systems and procedures, and regular evaluation.
  • Manage SUGAM Secretariat by being the initial contact for enquiries, providing appropriate responses, assessing priorities and coordinating the board chair’s diary.
  • Monitor incoming mail and email, responding where appropriate and forwarding to the board Chair.
  • Manage procurement of all office supplies of stationery, equipment and furniture.

3. Governance

  • Helps the Board articulate its own role and accountabilities and that of its committees and individual members, and helps evaluate performance regularly.
  • Works with the Board Chairman to enable the Board to fulfil its governance functions and facilitates the optimum performance by the Board, its committees and individual Board members.
  • With the Board Chairman, focuses Board attention on long-range strategic issues.
  • Manages the Board’s due diligence process to ensure timely attention to core issues.
  • Works with the Board office bearers and committee chairs to get the best thinking and involvement of each Board member and to stimulate each Board member to give his or her best.

4. Financing

  • Promotes programs and services that are produced in a cost-effective manner, employing
    economy while maintaining an acceptable level of quality.
  • Oversees the fiscal activities of the organization including budgeting, reporting and audit.
  • Ensures that expenditures of SUGAM are within the authorized annual budget of the organisation.
  • Coordinates risk management and effective internal controls and ensure management information systems are in place in coordination with the board.
  • Invoice member associations and manage accounts payable.
  • Works with Board to ensure financing to support short- and long-term goals.
  • Ensures an effective resource mobilisation program by serving as the chief proposal development officer.
  • Helps the Board and its resource mobilisation team design, implement and monitor a viable fundraising plan, policies and procedures.
  • Participates actively in identifying, cultivating and soliciting donor prospects, and ensures the availability of materials to support solicitation.
  • Coordinate the development of project proposals and resource mobilisation initiatives for SUGAM.

5. Community and Stakeholder Relations

  • Facilitates the integration of SUGAM into the fabric of the cane growing community by using
    effective marketing and communications activities.
  • Acts as an advocate, within the public and private sectors, for issues relevant to SUGAM, its services and sugarcane grower constituencies.
  • Serves as chief spokesperson for SUGAM, assuring proper representation of SUGAM to the community.
  • Initiates, develops, and maintains cooperative relationships with all SUGAM member associations.

Educational Qualifications and Experience

  • A Bachelor’s Degree is required in any of the following fields: Economics, Management, Business Studies, Project Management, Agriculture or any other relevant field.
  • A Certificate in sugarcane production.
  • A minimum of 3 years’ post qualification experience in a similar position.
  • Demonstrable experience in a similar role in a non-profit, membership or training environment or small to medium business environment.
  • Demonstrable supervisory experience of administrative staff.
  • Experience in the development of positions, systems and procedures.
  • Experience in project management.
  • Experience in proposal development and Resource mobilisation.

Personal Qualities/Skills/Aptitudes

  • As head of SUGAM secretariat, this individual demonstrates critical competencies in four broad categories: commitment to results, business savvy, leading change, and motivating.
  • Strong business and finance administration knowledge.
  • The desire and passion to make a real difference in the economic status of small holder sugarcane growers.
  • Well presented, good communication and negotiation skills.
  • Can work autonomously, effectively managing workload without continual guidance.
  • Ability to analyse situations and take corrective actions.
  • Excellent numeric skills, attention to detail, & organisational skills.


Please send an application letter outlining your suitability and a CV with three traceable referees by 20th August 2021 to the following address:


SUGAM Board of Trustees

P.O. Box 140


Or email to

Email:; copy: 

with SUGAM Executive Secretary in the subject line.



Skills Required

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Job Detail

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  • Type
    Full Time
  • Positions
  • Apply Before
    21 Aug, 2021

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