Executive Assistant Jobs in Malawi

Accounts Assistant
Phalombe
May 7, 2026
Full Time
Urgent
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Job Description

About the Organization

AFIDEP is a regional non-profit research and policy institute working to strengthen evidence-based policymaking across Africa. It focuses on key development areas including population dynamics, health, education, climate change, governance, and accountability. The organization operates in Kenya and Malawi, with additional registration in the United States as a 501(c)(3) non-profit.

Position Overview

Job Title: Executive Assistant to the Executive Director
Location: Malawi (AFIDEP Office)
Job Type: Full-Time
Reporting To: Executive Director

The Executive Assistant serves as a strategic partner to the Executive Director, ensuring efficient coordination of leadership priorities, governance processes, and institutional operations.

Key Responsibilities

Executive Coordination

  • Manage the Executive Director’s calendar, meetings, travel, and correspondence
  • Prioritize executive communications and ensure timely responses
  • Track follow-ups on strategic decisions and delegated tasks

Governance Support

  • Coordinate Senior Management Team (SMT) meetings, including agendas, minutes, and action tracking
  • Support Board of Directors meetings and documentation processes
  • Maintain structured governance and institutional records

Communication & Reporting

  • Prepare confidential briefs, reports, presentations, and correspondence
  • Support high-level internal and external stakeholder communication
  • Ensure smooth information flow across departments

Resource Mobilization Support

  • Assist in coordinating donor engagement and resource mobilization activities
  • Support preparation of proposals, reports, and donor documentation

Administrative Support

  • Maintain executive information management systems
  • Provide limited administrative and operational support as needed
  • Ensure strict confidentiality and professionalism

Educational Qualifications

  • Master’s degree in Business Administration, Strategic Management, Communications, Project Management, Public Administration, or related field
  • Additional certifications in governance, leadership, or executive administration are an advantage

Experience Requirements

  • Minimum 5 years’ experience supporting senior executives or leadership teams
  • Experience in NGOs, research institutions, or donor-funded organizations preferred
  • Strong background in executive coordination, reporting, and stakeholder engagement
  • Experience in multicultural or international environments is highly desirable

Salary & Benefits

  • Competitive NGO/international research institute salary package
  • Salary aligned with donor-funded institutional scales and experience level
  • Additional benefits may include medical cover, paid leave, and professional development opportunities

Training & Development

The role may provide exposure and development in:

  • Executive leadership support systems
  • Governance and board administration
  • Donor relations and resource mobilization processes
  • Strategic communication and policy briefing preparation
  • Institutional coordination tools and systems

Job updates and similar roles may also be found at job opportunities in Malawi

Core Competencies

  • High integrity, discretion, and professionalism
  • Strong strategic thinking and attention to detail
  • Excellent organizational and multitasking abilities
  • Strong written and verbal communication skills
  • Ability to manage competing priorities effectively
  • Strong interpersonal and stakeholder engagement skills

Work Environment

This is a high-level executive support role within a fast-paced policy research environment involving senior leadership, international partners, and development stakeholders.

Additional regional opportunities can be explored at job vacancies in Mozambique

For broader African administrative and governance roles, see job openings in Algeria

Application Process

Interested candidates should submit:

  • CV (with 3 referees)
  • Motivation letter

Email: support@africajobsearch.com
Subject: Executive Assistant – AFIDEP

Deadline: 17 December 2026

Additional Information

  • Only shortlisted candidates will be contacted
  • AFIDEP is an Equal Opportunity Employer
  • No recruitment fees are charged at any stage