Position Summary

The Administrative Assistant will provide day-to-day administrative and logistical support to ensure efficient office operations and smooth implementation of organizational activities. The role supports documentation management, procurement processes, meeting coordination, and communication with internal teams and external stakeholders.

Key Responsibilities

• Provide administrative support to program and operations teams.
• Maintain organized filing systems for administrative and project documentation.
• Assist in procurement documentation and tracking of office supplies.
• Support coordination of meetings, workshops, and trainings.
• Prepare correspondence, reports, and routine administrative documents.
• Maintain staff attendance and leave tracking records.
• Support travel logistics for staff and project activities.
• Assist in maintaining asset and inventory registers.
• Support vehicle booking coordination and logistics arrangements.
• Receive visitors and handle general office communication.
• Ensure proper recordkeeping for administrative compliance.
• Provide support during audits and donor monitoring visits when required.

Qualifications and Experience

Education

• Diploma or Bachelor’s degree in Business Administration, Public Administration, Office Management, Human Resource Management, or related field.

Experience

• Minimum 2 years of relevant administrative experience, preferably in an NGO environment.
• Experience supporting procurement and logistics processes is an added advantage.
• Familiarity with donor-funded project environments is desirable.

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong document filing and records management skills.
• Experience maintaining inventory or asset tracking systems.
• Basic understanding of procurement procedures.

Soft Skills

• Strong organizational and time-management skills.
• Good communication and interpersonal skills.
• High level of integrity and confidentiality.
• Ability to work independently and as part of a team.
• Ability to manage multiple administrative tasks efficiently.

Language

• Fluency in English and Chichewa (written and spoken).

• Provide administrative support to program and operations teams.
• Maintain organized filing systems for administrative and project documentation.
• Assist in procurement documentation and tracking of office supplies.
• Support coordination of meetings, workshops, and trainings.
• Prepare correspondence, reports, and routine administrative documents.
• Maintain staff attendance and leave tracking records.
• Support travel logistics for staff and project activities.
• Assist in maintaining asset and inventory registers.
• Support vehicle booking coordination and logistics arrangements.
• Receive visitors and handle general office communication.
• Ensure proper recordkeeping for administrative compliance.
• Provide support during audits and donor monitoring visits when required.

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong document filing and records management skills.
• Experience maintaining inventory or asset tracking systems.
• Basic understanding of procurement procedures.
• Strong organizational and time-management skills.
• Good communication and interpersonal skills.
• High level of integrity and confidentiality.
• Ability to work independently and as part of a team.
• Ability to manage multiple administrative tasks efficiently.

• Diploma or Bachelor’s degree in Business Administration, Public Administration, Office Management, Human Resource Management, or related field.
• Minimum 2 years of relevant administrative experience, preferably in an NGO environment.
• Experience supporting procurement and logistics processes is an added advantage.
• Familiarity with donor-funded project environments is desirable.
• Fluency in English and Chichewa (written and spoken).