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Job Description

TERMS OF REFERENCE FOR RECRUITMENT OF INDIVIDUAL CONSULTANT


PROJECT ADMINISTRATIVE ASSISTANT

 

1. Background

The Government of Malawi has obtained a credit from the International Development Association (IDA) which is aimed at increasing access to financial services, promote entrepreneurship and capabilities of MSMEs in Malawi including addressing Covid-19 implications. The project is designed to be implemented over a period of 5 years with the entire amount financed by an IDA loan from the World Bank (WB)

The Project Development Objective (PDO) of FInES is to increase access to financial services, promote entrepreneurship and capabilities of MSMEs in Malawi including addressing COVID-19 implications. The project scope consists of four related components that will contribute to the achievement of the PDO described as follows:


Component 1:
 Liquidity Enhancement to MSMEs

The component aims at increasing the supply of wholesale financing to the project’s participating financial intermediaries (PFIs) and scaling lending and/or investments to MSMEs.


Component 2:
 Scaling Entrepreneurship and Building Firm Capabilities

The component will facilitate the building of firms’ capabilities, with measures to enhance the quality of business support provided by private and public BDSs.


Component 3:
 Enhancing the Enabling Environment for Supporting the Financial Inclusion and Growth of Entrepreneurs

The component builds on activities supported under the Financial Sector Technical Assistance Project (FSTAP.

This component will finance the implementation of activities that make it possible for MSMEs to access financing from financial institutions and to improve their prospect to grow.


Component 4:
 Project Implementation Support

The Component will support the process of strengthening the capacity of Reserve Bank of Malawi to manage the project and also the provision of technical assistance for preparation of phases of the project.

The project will be managed by a Project Implementation Unit (PIU) under the Reserve Bank of Malawi. The PIU will oversee the day-to-day project implementation; monitor progress; coordinate the utilization of project funds; and establish mechanisms to account for this utilization. To fulfil these roles, the Project will be headed by a Project Manager at the PIU, as well as the required technical and fiduciary experts in accordance to criteria established in the PIM.

 

The Reserve Bank of Malawi therefore intends to apply part of these proceeds from the credit to recruit an individual consultant to take up assignment of Project Administrative Assistant to be positioned in the Project Implementation Unit (PIU) for the Financial Inclusion and Entrepreneurship Scaling Project (FInES).


2. The Objective of this Assignment

The Reserve Bank of Malawi is seeking the services of Project Administrative Assistant to provide support to the smooth and effective operation of of FInES Project by performing logistical and administrative support duties to ensure effective delivery of services and achievement of objectives.

3. Post Description

The project seeks to recruit a Project Administrative Assistant as an individual Consultant.

4. Scope of the Assignment

The Project Administrative Assistant will be responsible for providing day to day professional, high quality administration, logistical and coordination support to the Project and serve as the point of contact for a range of staff and external stakeholders.



Specifically, the Project Administrative Assistant will perform the following duties:

 
  • Provide a full range of administrative support to the Project Manager, including scheduling and calendar management, managing travel arrangements, preparing routine correspondence, assisting with the preparation, editing and distribution of reports, documents and meeting materials, receiving/
    distributing mail; b. Provide event management coordination including planning and managing several tasks, preparing communications, arranging catering and technology services, space planning and set-up; and taking notes and minutes during meetings;
  • Assist in communication with the Participating Financial Institutions, Development Partners,
    Government Institutions and other Stakeholders;
  • Maintain and update Outlook distribution lists, phone lists,
  • Order office supplies; maintain and update the stores register and ensure the office supplies are
    replenished timely;
  • Manage the Point-of-Sale fuel Machine, procure and issue fuel and record fuel transactions in the fuel
    register;
  • Facilitate maintenance and insurance of Project motor vehicles and other assets;
  • Ensure the office, furniture, equipment and motor vehicles are always kept clean
  • Assist the Procurement Specialist in generating procurement memos, procurement requisitions,
    RFQs, obtaining quotations
  • Contribute to a positive workplace culture through a high-level of team work, liaising with others outside own team and by acting consistently with World Bank Group and Reserve Bank of Malawi core values;
  • Arrange appointments/meetings both internal and external officials and stakeholders;
  • Receive visitors, place and screen phone calls, respond to requests for information and take notes
    at meetings;
  • Establish and maintain documentation and filing system; hard and electronic office files and records;
    classify and code material relating to a variety of topics;
  • Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information;
  • Draft non-technical memoranda and reports.
  • Format more complex documents using the appropriate technology;
  • Provide and facilitate administrative formalities and processing of documents in relation to official travels, leaves and movements of staff.
  • Support staff with processing personnel related documentation;
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to
    ensure all administrative procurements of FInES Project are done and recorded accurately.
  • Monitor office facilities and equipment and take appropriate action to ensure proper function at all times;
  • Provide logistic and administrative arrangements for events, meetings, seminars, workshops and briefings that may be required by the FInES Office;
  • Regulate and monitor provision of services from providers;
  • Any other duties that may be assigned by the Project Manager from time to time.



5. Performance Criteria

The following performance criteria will be used to assess the performance of the Project Administrative Assistant annually and based upon these assessments the contract with the Project may be continued or terminated:

  • Quality and timeliness of handling daily correspondence including emails and phone calls
  • Quality and timeliness of managing appointments and reservations and scheduled calendar.
  • Timeliness and accuracy of drafted memoranda
  • Quality, order and timeliness of documentation filing and record keeping
  • Quality of supervision of subordinates’ i.e. driver/messenger
  • Timeliness in maintenance and insurance of project motor vehicles and other valuation assets.



6. Reporting/ Deliverables

Project Administrative Assistant will be directly reporting to the Project Manager and will also be responsible for supervision of the Driver/messenger in the PIU. The following are some of the required reports and deliverables of the Project Administrative Assistant:

  • Generating of accurate minutes, presentations and reports
  • Maintenance of appropriate and user-friendly filing systems
  • Non-conflict of real-time scheduled calendar and diary of events/meetings for Project Manager office
  • Maintenance of complete list of office inventory and stocks for the office.
  • Motor Vehicles and assets maintenance and insurance reports



7. Key Qualifications and Experience


The candidate should meet the following minimum qualifications:

  • A Diploma or degree in Administration or Secretarial Studies or related field. Candidates with prior administrative practical experience with World Bank funded projects will have an added advantage.
  • A minimum of Eight (8) years’ experience in administrative plus logistical management in projects and at least five (5) years’ work experience in a donor funded-project such as those funded by the World Bank or African Development Bank or other international donors;
  • Excellent written and verbal communication skills
  • Proactive and ability to create a positive experience for others.
  • Strong organization and planning skills
  • Excellent time management skills and ability to multi-task and priotize work
  • Computer literacy is a must for this position. Proficient in MS Office.
  • Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy.



8. Duration of the Assignment

The assignment is for a period of 5 years with contract eligible for review and renewal annually. The recruitment will be on an individual consultancy basis.



9. Location of Employment

The Project Administrative Assistant will be based at the PIU Office in Lilongwe.

Further information can be obtained at the address below during office hours from 8:00 hours to 12:00 hours and from 14:00 hours to 17:00 hours except on Weekends and Public Holidays.




How to apply

Expressions of interest including detailed updated Curriculum Vitae and copies of professional and academic qualifications must be delivered in a written form in person to the address below, or by mail, by e-mail by 25th June, 2021.


The Project Manager

Financial Inclusion and Entrepreneurship Project (FInES)

Reserve Bank of Malawi


P. O Box 30063


Capital City


Lilongwe 3


MALAWI.



Email: FInESProject@rbm.mw 

 


Skills Required


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Job Detail

  • Location
    Lilongwe
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    26 Jun, 2021

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