Back Operations Assistant

POSITION TITLE: Operations Assistant LOCATION: Lilongwe, Malawi DEPARTMENT: Agriculture, Resilience, and Water PROJECT: USDA Market Transitions to Enable New Growth Opportunities (MTENGO) REPORTS TO: Operations Director POSITION SUMMARY: The Market Transitions to Enable New Growth Opportunities (MTENGO) project is a five year, USDA-funded project implemented by Winrock International in the Northern and Central regions of Malawi. MTENGO uses a farmer-first approach grounded in market incentives to increase resource-efficient, reliable production from Malawian agriculture in the face of climate unpredictability. MTENGO’s approach will enable farmers to: 1. Diversify and achieve stable returns from their farming portfolio through climate smart farming by responding to market demands with diversified production. 2. Increase access to water for productive purposes through improved water management practices; 3. Make ecosystem services work for farmers by improving farmer access to, and collective management of, water, soil, and forest products; and 4. Increase access to markets and finance so farmers can make climate smart investments. Operations Assistant to provide operational and administrative support to all employees. The operation Assistant will serve as the point of contact for the organization and provide general office administration support and coordination, local and international travel logistics, and other operations tasks associated with the project. He/she will also ensure field-based adherence to donor and Winrock financial policies and procedures, regulations, controls, and reporting systems. ESSENTIAL RESPONSIBILITIES: Manage the reception i.e., receiving and responding to phone inquiries, attending to visitors, and directing them accordingly. Maintain and update internal and external telephone lists and routinely circulate internal list after any changes. Update the office calendar and schedule meetings for both technical and operations teams. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, for international staff and consultants traveling in Malawi for MTENGO activities and process administrative transactions. Support the organization of MTENGO events, including but not limited to identifying and securing venues and associated logistics (meals, equipment rental, etc.), managing invite lists and registration, and assisting with set up and tear down. Set up rooms and equipment for office meetings and prepare refreshments. Ensure office records are maintained according to the requirement, ensure confidentiality and safety of the data. Support inventory management by monitoring stock levels. Ensure inventory quantities are sufficient for needs by coordinating regular inventory checks and timely ordering of supplies. Provide administrative support such as scanning documents, filing paperwork, photocopying documents and ensure office equipment and facilities are always in good working condition. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory, and procurement matters. Manage the Petty Cash and preparation of financial related reports and schedules. Support the management of the Chief of Party’s schedule. The Operations Assistant may be required to support other tasks related to procurement and asset management, office and event administration, and human resources not specified above. Perform other relevant duties as assigned QUALIFICATIONS AND BACKGROUND: Education: Diploma in Business Administration or its equivalent. Experience: Minimum of 2 years’ experience in office administration, events planning, logistics planning, human resources, and procurement, etc. Familiarity with local as well as USG rules and regulations, USDA experience preferred. Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to details Skills: Excellent communication, planning, and organization skills Excellent written and oral communication skills in English Strong skills in internal controls and accounting standards Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants Proficiency in the use of Microsoft office application packages like Excel, Word, or other customized accounting software and comfort in a Windows PC environment. Winrock is an equal opportunity employer. We are committed to providing equal employment opportunity for all people and value diversity and inclusiveness. Winrock recruits, employs, trains, promotes and compensates regardless of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, family care status, or any other basis protected by law. At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity and transformation. Winrock knows that its success comes from the hard work and steadfast dedication of its diverse workforce. Winrock remains committed to maintaining diversity, inclusion and equity across the entire organization