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

The Office Assistant will be responsible to provide support to administrative assistance to support the Pact team in supporting the roll out of the ACHIEVE Programs.

The Office Assistant will ensure that all working spaces are clean and ready on a daily basis

He/She will also support the activity with core front desk administrative functions, operations and finance, by assisting with preparing documents, providing procurement support, meeting coordination, maintaining filing system (paper and electronic). He/She will provide administrative assistance to support the Pact team in supporting the roll out ACHIEVE program transportation needs.

Responsibilities or duties

Procurement Support

• Support the Administration Assistant with documentation of receipt of goods/services purchased, ensure procurement files are up-to-date, and follow up with suppliers for tax and other documentation as required
• Assist the Administration Assistant with the maintenance of a register of preferred vendors in each of the provinces that Pact works in.
• Assist the Administration Assistant with the maintenance of asset/inventory register for Pact Malawi office and districts.
• Perform other tasks as assigned.

Administrative Support

• Cleaning of all working spaces and storages rooms.
• Assist the supervisor in ensuring that staff have access to, understand and use all necessary administrative forms.
• Assist the supervisor in ensuring that all supporting documents for financial transactions are accurate and submitted to finance for processing.
• Assist the supervisor in ensuring that all correspondence and documents are properly copied and filed in accordance with filing system as directed by the supervisor.
• Assist in maintaining the filing system (electronic and paper). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis.
• Attend to reception area whenever the need arises.
• Assist with moving of furniture and or equipment at the office as needed from or to storage.
• Performs other adhoc duties as required.

Travel & Logistical Support

• Support the facilitation of collecting and drop off travellers, Pact office staff and external visitors from and to their destinations whenever the need arises.
• Performs other adhoc duties as required.

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

Basic Requirements

• Bachelor’s degree and 5+ years’ relevant experience or equivalent combination of education/experience

Other local education and experience:

• Minimum of 3 years’ experience in Office Administration;
• Grade 12 certificate and Diploma in Office Administration or relevant qualification will be an advantage
• Experience in organizing large meetings and training events
• Previous work experience in an NGO environment especially US Government Funded will be an added advantage
• High energy, self-motivated, independent worker who is highly organised, results orientated and deadline drive
• Excellent attention to detail required for minute taking and report writing
• Good at juggling competing tasks and ability to stay calm under extreme pressure
• Ability to work in a high profile and fast paced environment
• High level Computer Literacy in Microsoft Word, Excel, Power Point, Outlook, Internet and Typing.
• Must be Malawian permanent resident with fluency in English and preferably one local indigenous Malawian language.
• Should be in possession of a valid driver’s license and PDP, be willing to travel if/when necessary.

• Support the Administration Assistant with documentation of receipt of goods/services purchased, ensure procurement files are up-to-date, and follow up with suppliers for tax and other documentation as required
• Assist the Administration Assistant with the maintenance of a register of preferred vendors in each of the provinces that Pact works in.
• Assist the Administration Assistant with the maintenance of asset/inventory register for Pact Malawi office and districts.
• Perform other tasks as assigned.
• Cleaning of all working spaces and storages rooms.
• Assist the supervisor in ensuring that staff have access to, understand and use all necessary administrative forms.
• Assist the supervisor in ensuring that all supporting documents for financial transactions are accurate and submitted to finance for processing.
• Assist the supervisor in ensuring that all correspondence and documents are properly copied and filed in accordance with filing system as directed by the supervisor.
• Assist in maintaining the filing system (electronic and paper). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis.
• Attend to reception area whenever the need arises.
• Assist with moving of furniture and or equipment at the office as needed from or to storage.
• Performs other adhoc duties as required.
• Support the facilitation of collecting and drop off travellers, Pact office staff and external visitors from and to their destinations whenever the need arises.
• Performs other adhoc duties as required.

• High level Computer Literacy in Microsoft Word, Excel, Power Point, Outlook, Internet and Typing.
• Excellent attention to detail required for minute taking and report writing
• Good at juggling competing tasks and ability to stay calm under extreme pressure
• Ability to work in a high profile and fast paced environment

• Bachelor’s degree and 5+ years’ relevant experience or equivalent combination of education/experience
• Minimum of 3 years’ experience in Office Administration;
• Grade 12 certificate and Diploma in Office Administration or relevant qualification will be an advantage
• Experience in organizing large meetings and training events
• Previous work experience in an NGO environment especially US Government Funded will be an added advantage
• Must be Malawian permanent resident with fluency in English and preferably one local indigenous Malawian language.
• Should be in possession of a valid driver’s license and PDP, be willing to travel if/when necessary.