Job Description

Administration Assistant at Pact Malawi

Company: Pact
Location: Malawi
Job Type: Full Time
Industry: NGO, International Development, Administration, Program Support
Department: Programs – ACHIEVE Project

Job Overview

Pact, a globally recognized international nonprofit organization operating in nearly 40 countries, is seeking a highly organized and detail-oriented Administration Assistant to support the implementation of the ACHIEVE Program in Malawi.

This opportunity is ideal for professionals seeking administration jobs in Malawi, NGO jobs in Lilongwe, and office assistant jobs in Malawi. The successful candidate will provide administrative, procurement, logistics, travel coordination, and operational support to ensure efficient project implementation and compliance with organizational policies.

Individuals searching for jobs in Malawi, administrative assistant jobs in Blantyre, or program support jobs in Lilongwe are encouraged to apply.

For additional career opportunities, visit Administration Assistant NGO Program Jobs in Malawi.

Key Responsibilities

Procurement Support

The Administration Assistant will:

• Support procurement planning and supplier sourcing activities.
• Conduct market research to identify qualified vendors and service providers.
• Assist in preparing requests for quotations and procurement documentation.
• Support quotation analysis and supplier evaluations.
• Process local purchase orders according to organizational procedures.
• Maintain procurement records and supplier documentation.
• Assist with asset and inventory management processes.
• Maintain vendor databases and supplier performance records.

Professionals interested in procurement jobs in Malawi and supply chain jobs in Lilongwe will gain valuable experience in this role.

Administrative Support

Key duties include:

• Coordinating office administrative activities and daily operations.
• Managing filing systems, both electronic and paper-based.
• Assisting with meeting scheduling and calendar management.
• Preparing reports, correspondence, and administrative documents.
• Taking accurate meeting minutes and distributing them to stakeholders.
• Supporting office equipment maintenance and vendor coordination.
• Assisting with reception and front desk duties when required.
• Organizing office records and documentation for compliance purposes.
• Supporting finance teams with administrative transaction documentation.
• Coordinating communication with external service providers.

Candidates looking for office administration jobs in Malawi, secretarial jobs in Blantyre, and administrative officer jobs in Mzuzu may find this role highly suitable.

Travel and Logistics Support

The successful candidate will:

• Process staff travel requests and approvals.
• Coordinate accommodation, transportation, and conference logistics.
• Obtain quotations from travel and hospitality vendors.
• Ensure compliance with travel policies and donor regulations.
• Maintain travel tracking systems and expenditure records.
• Support visitor and stakeholder transportation arrangements.
• Assist with event planning and workshop logistics.
• Coordinate training venue bookings and participant logistics.

Those pursuing logistics jobs in Malawi, travel coordinator jobs in Lilongwe, and operations jobs in Malawi will gain extensive experience in these functions.

For more regional opportunities, visit Administration Assistant NGO Program Jobs in Gambia.

Program and Office Operations Support

The Administration Assistant will also contribute to:

• Supporting implementation of ACHIEVE Program activities.
• Maintaining SharePoint and electronic document repositories.
• Assisting with operational compliance and internal controls.
• Supporting staff onboarding and administrative orientation processes.
• Managing records related to project activities and events.
• Coordinating communication between departments and stakeholders.

This position offers exposure to NGO administration jobs in Malawi, development sector jobs in Lilongwe, and project support jobs in Malawi.

Education Requirements

Applicants should possess:

• Bachelor’s Degree in Administration, Business Administration, Public Administration, Management, or a related field.
• Grade 12 Certificate.
• Diploma in Office Administration or related qualification (advantageous).

Relevant qualifications in office management, project administration, procurement, or logistics will be highly regarded.

Experience Requirements

Candidates should have:

• Minimum 3 years of experience in office administration or administrative support.
• Experience coordinating meetings, workshops, and training events.
• Experience working in a busy office environment.
• Previous NGO experience, particularly within donor-funded projects, is highly desirable.
• Experience supporting procurement and logistics functions.

Applicants seeking NGO jobs in Malawi, administrative careers in Lilongwe, and office coordinator jobs in Blantyre are encouraged to apply.

Required Skills and Competencies

Successful applicants should demonstrate:

• Excellent organizational skills
• Strong time management abilities
• Professional communication skills
• Minute-taking and report-writing expertise
• Procurement administration knowledge
• Event coordination capabilities
• Document management skills
• Vendor relationship management
• Problem-solving abilities
• High attention to detail
• Ability to multitask effectively
• Strong customer service orientation
• Team collaboration skills
• Computer literacy and administrative systems knowledge

Candidates interested in executive assistant jobs in Malawi, operations assistant jobs in Lilongwe, and office management jobs in Malawi will find these skills highly relevant.

Technical Skills

Applicants should have proficiency in:

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Internet and Email Applications
• Electronic Filing Systems
• SharePoint Platforms
• Data Entry and Reporting Tools

Experience with donor-funded project administration systems will be considered an advantage.

For employment opportunities across Southern Africa, visit Administration Assistant NGO Program Jobs in Mozambique.

Training and Professional Development

Pact offers:

• Comprehensive onboarding programs
• Procurement and compliance training
• Travel and logistics management training
• Administrative systems development
• Professional communication workshops
• Learning and development opportunities
• Exposure to international development programs
• Career growth pathways within the NGO sector

Professionals pursuing graduate administration jobs in Malawi and development program careers in Lilongwe can benefit significantly from these opportunities.

Salary and Benefits

Salary: Competitive and commensurate with qualifications and experience.

Additional benefits may include:

• Healthcare coverage
• Retirement contribution programs
• Savings plans
• Paid annual leave
• Life and disability insurance
• Professional development support
• Wellness initiatives
• Employee assistance programs

Individuals seeking full-time jobs in Malawi, NGO vacancies in Lilongwe, and administration careers in Blantyre will appreciate the comprehensive benefits package.

Why Join Pact?

Pact is a respected international nonprofit dedicated to building sustainable solutions for human development. Employees work alongside experienced professionals on impactful programs that strengthen communities, improve accountability, and support long-term social change.

This opportunity is particularly attractive for professionals interested in project administration jobs in Malawi, development sector careers in Lilongwe, executive support jobs in Malawi, business administration jobs in Lilongwe, receptionist jobs in Malawi, office coordinator vacancies in Blantyre, supply chain support jobs in Malawi, and organizational support jobs in Malawi.

Explore additional regional career opportunities through Administration Assistant NGO Program Jobs in Sudan.

Application Process

Interested candidates who meet the requirements should submit:

• Updated Curriculum Vitae (CV)
• Cover Letter
• Academic Certificates
• Professional References
• Driver’s License and PDP Documentation (where applicable)

Only shortlisted candidates will be contacted.

Pact is an Equal Opportunity Employer committed to diversity, inclusion, and professional excellence.