About the Company

Flames Group Holdings is a diversified and fully integrated conglomerate. The Group’s interests span a range of sectors in Malawi and across Africa. We are looking for a skilled candidate with good problem-solving ability for the position of

POSITION: ADMINISTRATION AND TENDER EXECUTIVE

JOB TYPE: Full Time

KEY REQUIREMENTS

Requirements:

• Bachelor’s degree in Business Administration / Purchasing and Supply.
• 3 years of relevant professional experience in Administration, Finance.
• Excellent written and verbal communication skills.
• Good interpersonal skills.

KEY RESPONSIBILITIES

Tender Management:

• Search for new business bids, review proposal requirements, and track active tenders through their entire life cycle.

Document Compilation:

• Draft, format, and organize accurate bid submissions, pricing schedules, and compliance checklists.

Administrative Support:

• Maintain digital files, update supplier databases, and schedule meetings or briefing sessions.

Cross-Functional Coordination:

• Work with sales, finance, and legal teams to gather required information and ensure bids meet strict deadlines.

Compliance & Reporting:

• Follow internal governance rules, local procurement laws, and produce progress reports on submitted bids.

Other Responsibilities:

Office Management:

• Oversee daily office operations, manage supplies inventory, and handle facility or equipment maintenance requests.

Scheduling & Coordination:

• Manage executive calendars, schedule appointments, organize meetings, and prepare meeting rooms or video links.

Document & Data Handling:

• Maintain organized physical and digital filing systems, draft reports, and record meeting minutes.

Communication:

• Serve as the primary point of contact for internal staff, external vendors, and clients via phone and email.

Financial & HR Support:

• Assist with basic expense tracking, budget preparation, and employee attendance or onboarding records.

• Search for new business bids, review proposal requirements, and track active tenders through their entire life cycle.
• Draft, format, and organize accurate bid submissions, pricing schedules, and compliance checklists.
• Maintain digital files, update supplier databases, and schedule meetings or briefing sessions.
• Work with sales, finance, and legal teams to gather required information and ensure bids meet strict deadlines.
• Follow internal governance rules, local procurement laws, and produce progress reports on submitted bids.
• Oversee daily office operations, manage supplies inventory, and handle facility or equipment maintenance requests.
• Manage executive calendars, schedule appointments, organize meetings, and prepare meeting rooms or video links.
• Maintain organized physical and digital filing systems, draft reports, and record meeting minutes.
• Serve as the primary point of contact for internal staff, external vendors, and clients via phone and email.
• Assist with basic expense tracking, budget preparation, and employee attendance or onboarding records.

• Excellent written and verbal communication skills.
• Good interpersonal skills.
• Problem-solving ability.

• Bachelor’s degree in Business Administration / Purchasing and Supply.