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Job Description

Lilongwe University of Agriculture and Natural Resources invite applications for the below listed positions tenable at Bunda College.


POSITION: SECRETARIES (2 POSTS)


 
Candidate’s Requirements 

  • Applicants should have a Diploma in Secretarial Management from a recognized institution or MSCE plus 120wpm shorthand and 50wpm typing and other relevant qualifications relating to secretarial duties.
  • The applicants should have not less than two year’s hands on work experience in a busy office and ability to draft correspondence and maintain confidentiality 


JOB DESCRIPTION 

OFFICE MANAGEMENT 

Resource Planning 

  • Identifies items needed for the office and prepares a budget proposal to the office for inclusion in the annual budget. 
  • Receive an approved budget from Executive. 
  • Prepares for a procurement plan for the office and submit it for approval to the Officer. 

 

Managing Appointments 

  • Receives requests from the officer to arrange meetings and maintains a diary 
  • Remind the officer prior to the meeting and provide all necessary files and information. 
  • Receive request from staff and other outside and assess if they are appropriate for the office. 
  • Seek approval from the officer for the appointment and diarize the meeting 
  • Arrange and provide refreshments during the meetings 

 

Managing Correspondence 

  • Receives correspondence for the office and vet whether they are appropriate to the office. 
  • Draft responses for generic requests and submit to the officer for review and signing. 
  • Sends other documents to the officer 
  • Receives instructions from the officer on how to handle correspondence. 
  • Maintains copies of all correspondences in the office. 

 

Typing Correspondence 

  • Receives drafts from the officer, types and prints official letters 
  • Take dictation, transcribes, drafts and prints memos 

COMMUNICATION 

  • Receives incoming call and outgoing calls. 
  • Screen telephone calls, and provide guidance according to the rules and regulation of the University. 
  • Takes and relays messages. 
  • Manages email and internet facilities: 
  • Checks and responds to email 
  • Prints all emails that needs urgent attention 
  • Manages the fax machine to facilitate easy communication. 
  • Disseminates information to students, departments, and faculties when advised. 
  • Orders ground telephone units from the Finance. 

 

FILING AND RECORDS MANAGEMENT 

  • Create a filing system and filling index for the office. 
  • Sorts documents according to the filling index and files documents according to the filing index. 
  • Labels files and filing cabinets. 
  • Locks confidential files in filing cabinets. 
  • Separates closed files from active files and submit closed files for filing. 
  • Manages electronic filing: 
    • Files document according to names and subject of the document 
    • Opens folder according to the subject of the document 
    • Prepares backup for computerized data 
    • Maintains bound annual records 

 

SUPERVISION 

  • Supervises the messenger on the collection and delivery of mail.
  • Supervises the messenger on the use of office equipment such as photocopier, printers, computers, etc. 


TRAVEL AND CLAIMS MANAGEMENT 

  • Receive request from the officer for meeting outside work station. 
  • Make bookings arrangements for accommodation and fuel requirements using the appropriate procedure. 
  • Confirms booking and provide with the officer the reference numbers. 
  • Processes subsistence claims 






Further Details of the Job descriptions can be accessed from our Website: www.luanar.ac.m



How to apply

Applications with detailed Curriculum Vitae should be sent to:

The College Registrar

Bunda College

P.O. Box 219

Lilongwe.


Email: hr@luanar.ac.mw 

To reach him not later than 24th May 2021.


Skills Required


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Job Detail

  • Location
    Lilongwe
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    25 May, 2021

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