Administrative Assistant Job at FAO – Lilongwe, Malawi

Job Overview

Company: Food and Agriculture Organization (FAO)
Position: Administrative Assistant
Location: Lilongwe, Malawi
Job Type: Fixed Contract / Staff Position
Contract Duration: Fixed-Term (2 Years with Possibility of Extension)
Grade Level: G-4
Department: FAO Representation in Malawi (FRMLW)
Job Category: Administrative / Office Management / Finance Support
Vacancy Number: 20722
Post Number: 08122
Application Deadline: April 21, 2026, 11:59 PM

The Food and Agriculture Organization (FAO) is seeking a skilled and organized Administrative Assistant to join its office in Lilongwe, Malawi. This role is ideal for professionals with experience in office administration, accounting, financial management, office support services, budget monitoring, records management, data entry, and administrative coordination.

The successful candidate will support the smooth and efficient running of the FAO office while ensuring compliance with administrative, financial, and operational procedures.

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Administrative Assistant at FAO – Lilongwe

About the Organization

Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads global efforts to defeat hunger and improve food security. Operating in more than 130 countries, FAO works toward sustainable agriculture, better nutrition, environmental sustainability, and resilient agrifood systems aligned with the 2030 Sustainable Development Goals (SDGs).

The FAO Representation in Malawi provides policy guidance, technical support, and operational assistance to strengthen food systems, agriculture, and rural development.

Job Purpose

The Administrative Assistant coordinates and performs a broad range of administrative, office management, and financial support tasks to ensure the smooth day-to-day functioning of the office. The position involves maintaining financial records, supporting budget monitoring, preparing reports, coordinating office procedures, and providing operational support to internal teams.

This role is ideal for candidates searching for administrative assistant jobs in Malawi, office administrator jobs, UN jobs in Africa, accounting assistant jobs, finance assistant careers, office management jobs, data entry jobs, budget officer positions, records management jobs, operations support jobs, NGO administration jobs, clerical jobs, project administration careers, office support vacancies, and government liaison jobs.

Key Duties and Responsibilities

1. Office Administration & Management

The selected candidate will:

• Coordinate daily office support activities
• Ensure smooth administrative operations within the FAO office
• Maintain organized administrative filing systems
• Prepare official correspondence and administrative documents
• Support office management procedures and internal coordination

2. Financial & Budget Management

Responsibilities include:

• Maintaining financial records and office accounting systems
• Monitoring petty cash and imprest accounts
• Reconciling expenditures, balances, and payments
• Monitoring programme and project accounts
• Supporting financial reporting and budget preparation
• Verifying availability of funds for approved programmes and projects

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3. Data Management & Reporting

The Administrative Assistant will:

• Retrieve, verify, and analyse office data
• Enter information into FAO corporate systems and databases
• Ensure accuracy of administrative and financial documentation
• Generate reports on office budgets and financial performance
• Maintain records of obligations, balances, and expenditures

4. Inventory & Asset Management

Responsibilities also include:

• Maintaining local inventory and asset registers
• Ensuring proper safeguarding and maintenance of office assets
• Supporting annual asset verification exercises
• Monitoring equipment ownership transfers and government contributions

5. Banking & Financial Liaison

The selected candidate will:

• Maintain relationships with local banks and financial institutions
• Monitor exchange rates, banking procedures, and regulations
• Support office financial operations and compliance
• Assist with financial documentation and regulatory requirements

6. Personnel & Administrative Support

Additional duties include:

• Supporting personnel administration and office protocol matters
• Assisting with equipment and logistics coordination
• Supporting implementation of digital systems and technologies
• Performing other administrative duties as assigned

Education Requirements

Minimum Education Requirement:

• Secondary School Education

Preferred Qualification (Asset):

• Degree or Diploma in Business Administration, Transport and Logistics Management, Office Administration, Accounting, Finance, or another relevant field

Additional training or certification in Office Management, Administrative Support, Financial Administration, Data Management, Accounting Systems, or Public Administration will be an added advantage.

Experience Requirements

Minimum Experience: 4 Years Relevant Experience

Candidates should demonstrate experience in:

• Office administration and management
• Accounting and financial administration
• Budget monitoring and reporting
• Administrative coordination
• Office support services
• Documentation and filing systems
• Data entry and records management

Experience working with international organizations, NGOs, UN agencies, government institutions, or donor-funded projects is considered beneficial.

Required Skills and Competencies

Successful candidates should possess:

• Strong communication and interpersonal skills
• Excellent organizational and administrative abilities
• Attention to detail and problem-solving skills
• Ability to prioritize tasks and manage deadlines
• Analytical thinking and operational decision-making skills
• Ability to work in fast-paced and challenging environments
• Team collaboration and relationship-building capabilities

Technical Skills Required

Applicants should have:

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Knowledge of internet and office technology systems
• Familiarity with financial, HR, and administrative software systems
• Good understanding of computerized office procedures

Language Requirements

Required:

• English: Working proficiency (Level C)

Desirable:

• Intermediate proficiency in French, Arabic, Chinese, Russian, or Spanish is considered an advantage.

Salary and Benefits

Salary: Not officially disclosed by the employer

Benefits may include:

• Competitive United Nations employment package
• Career development and training opportunities
• International work environment
• Professional growth in administration and operations
• Exposure to global development and food security initiatives

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Training & Career Development

The selected candidate may receive professional exposure and training in:

• Administrative and office management systems
• Budget planning and financial reporting
• Asset and inventory management
• Data analysis and office technologies
• United Nations administrative standards
• Operational compliance and office procedures

Eligibility Requirements

Applicants must:

• Be nationals of Malawi or possess a valid visa/work permit
• Reside within commuting distance of the duty station in Lilongwe
• Meet FAO recruitment and integrity standards
• Successfully complete reference and background verification checks

Workplace Values & Diversity

FAO promotes:

• Gender equality and workforce diversity
• Equal employment opportunities
• Professional integrity and transparency
• Respect for all cultures and backgrounds
• Zero tolerance for discrimination, abuse, harassment, and misconduct

How to Apply

Interested and qualified candidates should submit their applications through the FAO recruitment portal before the deadline.

Job Posting Date: May 20, 2026
Application Deadline: Dec 21, 2026, 11:59 PM

Job Location: Lilongwe, Malawi
Employment Type: Fixed-Term Staff Position
Contract Duration: Two Years (Renewable)
Experience Level: Mid-Level Professional