Administration Assistant Jobs in Malawi (HR, Admin & Office Support Roles)

Administrative Assistant
Chikwawa
May 3, 2026
Full Time
Urgent
Apply Now

Job Description

Company Overview

The National Oil Company of Malawi (NOCMA) is a leading Government-owned enterprise established in 2010, with operations commencing in 2012. The organization plays a critical role in fuel supply security, petroleum importation, and strategic fuel reserve management in Malawi.

With fuel depots located in Blantyre, Lilongwe, and Mzuzu, NOCMA continues to expand its operational capacity, making it a key player in the oil and gas industry, logistics management, and national energy security.

Job Title

Administration Assistant (NOC07)
Job Code: AA2026
Location: Lilongwe (Head Office)
Job Type: Full-Time

Job Purpose

The Administration Assistant will provide comprehensive administrative support services to the Corporate Services Directorate. This includes supporting Human Resources (HR), office administration, IT coordination, legal documentation, procurement processes, and corporate communications.

The role is vital for ensuring efficient office operations, document management, and smooth coordination across departments, contributing to overall organizational effectiveness.

Key Responsibilities

  • Prepare and manage vehicle fuel usage reports, fleet management records, and accident reports
  • Organize and maintain office documentation, confidential records, and filing systems
  • Coordinate meetings, workshops, corporate events, and internal communications
  • Manage executive calendars, travel logistics, and scheduling arrangements
  • Support HR functions including leave processing, staff requests, and personnel administration
  • Maintain office supplies, stationery, and equipment inventory
  • Prepare purchase requisitions and track procurement processes
  • Process invoices, vendor payments, and utility bills using SAP ERP systems
  • Assist with financial administration and budget tracking support
  • Handle confidential reports, executive documentation, and administrative correspondence
  • Improve office systems, workflow efficiency, and administrative procedures
  • Provide cross-functional support to HR, IT, Legal, PME, and Communications departments

Reporting Structure

  • Reports to: Director of Corporate Services
  • Supervisory Role: None

Required Skills & Competencies

  • Strong administrative support and office management skills
  • Excellent time management, multitasking, and organizational abilities
  • High level of attention to detail and accuracy in reporting
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) and ERP systems (SAP)
  • Ability to handle confidential information with professionalism and discretion
  • Strong communication, coordination, and interpersonal skills
  • Problem-solving mindset with a proactive and adaptable approach
  • Ability to work in a fast-paced corporate environment

Qualifications & Experience

  • Diploma in:
    • Business Administration
    • Office Management
    • Or a related field
  • A Bachelor’s Degree is an added advantage
  • Minimum 3 years of administrative experience
  • At least 2 years in a similar administrative or office support role
  • Experience with ERP systems, procurement processes, and HR support functions is highly desirable

Why Join NOCMA?

  • Opportunity to work in a reputable oil and gas organization in Malawi
  • Gain experience in corporate administration, HR operations, and office management
  • Exposure to ERP systems, procurement, and executive support functions
  • Competitive salary and benefits package
  • Career growth in administration, business operations, and corporate services

Application Process

Interested candidates should submit:

  • Cover Letter
  • Updated Curriculum Vitae (CV)
  • Copies of academic and professional certificates
  • Proof of professional membership (if applicable)
  • Contact details of three traceable referees

Send Applications To:
The Chief Executive Officer
National Oil Company of Malawi
4th Floor, Kang’ombe House, City Centre
Private Bag 370, Lilongwe

📌 Clearly indicate Job Code: AA2026 in the subject line or envelope

Application Deadline

20th December 2026

Equal Opportunity Employer

In line with the Gender Equality Act of 2013, female candidates are strongly encouraged to apply. NOCMA promotes diversity, inclusion, and equal employment opportunities across all departments.

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