About Us:

Ujamaa Pamodzi Africa is a non-governmental organization working to prevent violence against women and children in Malawi. Our evidence-based programs have shown that wherever we teach, incidents of rape reduce by up to 50%.

Job Summary:

We are seeking two (2) highly organized and proactive administrative interns to join our team. The role will support the smooth running of Ujamaa Pamodzi Africa’s operations, ensuring efficiency in administration, HR support, and office management.

Key Responsibilities:

• Provide administrative support to ensure the efficient operation of the office.
• Manage schedules, appointments, and communications (phone, email, correspondence).
• Monitor inventory of office supplies and ensure timely procurement.
• Support recruitment processes, onboarding, and record-keeping of staff documentation.
• Maintain HR databases, contracts, attendance, and leave records.
• Assist in preparation of reports, budgets, and staff reviews.
• Support coordination of staff meetings, trainings, and other organizational events.
• Ensure proper filing systems (both physical and electronic) are maintained.
• Uphold confidentiality and organizational policies at all times.

Requirements:

• A Degree/Diploma in Business Administration, Management, Secretarial Studies, or related fields.
• Experience in administration, HR support, or related roles (in NGO sector) is an added advantage.
• Strong organizational, time-management, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Knowledge of HR systems and processes is desirable.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work collaboratively in a team environment.

Skills & Attributes:

• Maturity and confidentiality in handling sensitive information.
• High attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Professional conduct, integrity, and confidentiality.
• Proactive, adaptable, and solutions-oriented mindset.

• Provide administrative support to ensure the efficient operation of the office.
• Manage schedules, appointments, and communications (phone, email, correspondence).
• Monitor inventory of office supplies and ensure timely procurement.
• Support recruitment processes, onboarding, and record-keeping of staff documentation.
• Maintain HR databases, contracts, attendance, and leave records.
• Assist in preparation of reports, budgets, and staff reviews.
• Support coordination of staff meetings, trainings, and other organizational events.
• Ensure proper filing systems (both physical and electronic) are maintained.
• Uphold confidentiality and organizational policies at all times.

• Strong organizational, time-management, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Knowledge of HR systems and processes is desirable.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work collaboratively in a team environment.
• Maturity and confidentiality in handling sensitive information.
• High attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Professional conduct, integrity, and confidentiality.
• Proactive, adaptable, and solutions-oriented mindset.

• A Degree/Diploma in Business Administration, Management, Secretarial Studies, or related fields.
• Experience in administration, HR support, or related roles (in NGO sector) is an added advantage.