Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Department

Programs – Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

Position Overview

Reporting to the Procurement and Logistics Manager, the Administration Coordinator will serve as an active member of the Administrations team and be responsible for the management and supervision of general services in Administration, Security and render support for Facilities, Fleet, Assets, Travel, and Procurement for Malawi head office and its Districts offices. S/he will supervise staff in the specific functions, support management of procurement cycle, including the purchase and maintenance of office equipment based on the needs of Pact Malawi, maintenance of the asset register, management of all property leases, ensuring that termination clauses are adhered to; maintenance of adequate insurance cover for theft, fire and all assets; the processing of insurance claims as and when necessary.Malawi career insights

Key Responsibilities

Administration

• Manage all Pact Malawi Administrative related services for the Head Office and District offices
• Support the office of the Project Director
• Administration of short-term Insurance, Contracts, Leases, and Rental Agreements
• Manage all the visits for Pact global staff visiting Malawi, including the hotel bookings, Invitations, and transport while in Malawi.
• Working in collaboration with HR, manage the staff communications device (mobile phones) as they become due to the employee.

Procurement

• Support timely and transparent procurement through effective management support systems, ensuring that Pact Malawi procurement policies and procedures are followed at an optimal quality/price and that all procurement procedures are properly implemented and adhered to.
• Support in developing the annual procurement plan by closely working with all key leaders/budget holders to ensure each project/department procurement plan accurately reflects the procurement activities and budget phasing.
• Support the consolidated procurement plan and establish the framework agreement to ensure better services from regular suppliers, which will improve procurement efficiency.
• Support the reinforcement of appropriate procurement roles/responsibilities of Pact Malawi budget holders and key leaders through the provision of regular procurement training, coaching, and mentoring, including the provision of technical support to cluster offices.
• Provide managerial oversight Administration Assistants and Office Assistants as they support the key leaders/budget holders in day-to-day activities.
• Provide support to the Procurement and Logistics Manager and Procurement and Logistics Officer, and key leaders/managers in conducting market surveys.
• In line with the Pact Malawi procurement policies and procedures, support the establishment of Framework Agreements with suppliers for regularly/frequently procured goods and services.

Fleet Management and Travel Services

• Implement a fleet management system in line with Pact Malawi policies and procedures to ensure accountable and efficient use of the vehicle fleet.
• Ensure appropriate allocation and safe use of vehicles throughout Pact Malawi and ensure servicing and maintenance schedules are adhered to.
• Ensure staff are sensitized, trained, and held accountable for the safe use of Pact Malawi vehicles.
• Ensure vehicles meet Pact Malawi Safety and Security requirements.
• Maintain/implement an effective vehicle allocation system.
• Manage travel and transportation programs for in-country and international official staff travel.

Asset Management

• Ensure all Pact Malawi national teams and field/district teams are aware and abide by donor-specific asset regulations.

Facilities Management

• Responsible for the management and maintenance of all the Pact Malawi buildings and facilities to meet all operational, safety, and regulatory requirements.
• Serves as the liaison between the building maintenance contractor(s); ensures that maintenance and repairs are done in compliance with applicable regulations and according to specifications of building owners; maintains appropriate maintenance records.
• Develops and implements systems for building security and maintenance.
• Ensures safety and function of all Pact Malawi facilities and compliance with laws and regulations of Malawi.
• Develops and implements a centralized purchasing system to support facilities with such items as equipment, supplies, repairs, and maintenance.
• Maintains fire alarm and burglar alarm systems (as appropriate) in good working order.
• Establishes a system in coordination with HR Manager to make regular health and safety inspections of all sites and to quickly resolve identified site issues, including the safety of grounds, parking lots, and other areas used by Pact Malawi staff.

Supervision of staff

• Supervise and manage the Pact Malawi Administration Assistants and Office Assistants.
• Support promotion of staff development through training, counseling, and performance evaluation of the staff of the Pact Malawi Administration and General services department.
• Support identification and development of staffing requirements to meet the needs of the Pact Malawi Administration and General services department.

All other duties as assigned

Qualifications or requirements (e.g., education, skills)

Basic Requirements

Bachelor’s degree and 6+ years relevant experience or equivalent combination of education and experience.

Other local education and experience:

• Minimum of a University degree in Administration, Business Management, Procurement, Supply Chain Management, or other related field
• At least 5 years’ experience in the NGO sector within Malawi in office administration, and a good understanding of asset management and procurement processes, specifically in dealing with purchase orders
• Excellent knowledge of US Government procurement guidelines
• Good working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
• A customer service-oriented individual with the ability to deal with all service providers
• A dedicated team player with good interpersonal skills
• Ability to perform under extreme pressure and take initiative in resolving problems
• Ability to work independently in a high-profile, fast-paced, and multi-tasked environment
• Must be able to demonstrate highly effective communications skills, both written and spoken in both English and Chichewa
• Must have a valid Malawian driver’s license
• Must demonstrate advanced computer skills.

• Manage all Pact Malawi Administrative related services for the Head Office and District offices
• Support the office of the Project Director
• Administration of short-term Insurance, Contracts, Leases, and Rental Agreements
• Manage all the visits for Pact global staff visiting Malawi, including the hotel bookings, Invitations, and transport while in Malawi.
• Working in collaboration with HR, manage the staff communications device (mobile phones) as they become due to the employee.
• Support timely and transparent procurement through effective management support systems, ensuring that Pact Malawi procurement policies and procedures are followed at an optimal quality/price and that all procurement procedures are properly implemented and adhered to.
• Support in developing the annual procurement plan by closely working with all key leaders/budget holders to ensure each project/department procurement plan accurately reflects the procurement activities and budget phasing.
• Support the consolidated procurement plan and establish the framework agreement to ensure better services from regular suppliers, which will improve procurement efficiency.
• Support the reinforcement of appropriate procurement roles/responsibilities of Pact Malawi budget holders and key leaders through the provision of regular procurement training, coaching, and mentoring, including the provision of technical support to cluster offices.
• Provide managerial oversight Administration Assistants and Office Assistants as they support the key leaders/budget holders in day-to-day activities.
• Provide support to the Procurement and Logistics Manager and Procurement and Logistics Officer, and key leaders/managers in conducting market surveys.
• In line with the Pact Malawi procurement policies and procedures, support the establishment of Framework Agreements with suppliers for regularly/frequently procured goods and services.
• Implement a fleet management system in line with Pact Malawi policies and procedures to ensure accountable and efficient use of the vehicle fleet.
• Ensure appropriate allocation and safe use of vehicles throughout Pact Malawi and ensure servicing and maintenance schedules are adhered to.
• Ensure staff are sensitized, trained, and held accountable for the safe use of Pact Malawi vehicles.
• Ensure vehicles meet Pact Malawi Safety and Security requirements.
• Maintain/implement an effective vehicle allocation system.
• Manage travel and transportation programs for in-country and international official staff travel.
• Ensure all Pact Malawi national teams and field/district teams are aware and abide by donor-specific asset regulations.
• Responsible for the management and maintenance of all the Pact Malawi buildings and facilities to meet all operational, safety, and regulatory requirements.
• Serves as the liaison between the building maintenance contractor(s); ensures that maintenance and repairs are done in compliance with applicable regulations and according to specifications of building owners; maintains appropriate maintenance records.
• Develops and implements systems for building security and maintenance.
• Ensures safety and function of all Pact Malawi facilities and compliance with laws and regulations of Malawi.
• Develops and implements a centralized purchasing system to support facilities with such items as equipment, supplies, repairs, and maintenance.
• Maintains fire alarm and burglar alarm systems (as appropriate) in good working order.
• Establishes a system in coordination with HR Manager to make regular health and safety inspections of all sites and to quickly resolve identified site issues, including the safety of grounds, parking lots, and other areas used by Pact Malawi staff.
• Supervise and manage the Pact Malawi Administration Assistants and Office Assistants.
• Support promotion of staff development through training, counseling, and performance evaluation of the staff of the Pact Malawi Administration and General services department.
• Support identification and development of staffing requirements to meet the needs of the Pact Malawi Administration and General services department.
• All other duties as assigned

• Excellent knowledge of US Government procurement guidelines
• Good working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint
• A customer service-oriented individual with the ability to deal with all service providers
• A dedicated team player with good interpersonal skills
• Ability to perform under extreme pressure and take initiative in resolving problems
• Ability to work independently in a high-profile, fast-paced, and multi-tasked environment
• Must be able to demonstrate highly effective communications skills, both written and spoken in both English and Chichewa
• Must demonstrate advanced computer skills.

• Minimum of a University degree in Administration, Business Management, Procurement, Supply Chain Management, or other related field
• At least 5 years’ experience in the NGO sector within Malawi in office administration, and a good understanding of asset management and procurement processes, specifically in dealing with purchase orders
• Must have a valid Malawian driver’s license