Background

The United Civil Servants SACCO is member-owned institution dedicated to offering a diverse array of savings and credit products to civil servants, corporate organizations as well as SMEs in Malawi, our mission is to transform the socio-economic lives of all Malawians. With projected business growth for 2026 in alignment with our strategic plan planning from 2022 to 2026, we are actively seeking individuals passionate about fostering positive change in their community and country. We invite applications from candidates driven to contribute to the socio-economic improvement of their society and nation through the United Civil Servants SACCO.Business directory Malawi

Job Purpose

The purpose of this role is to support the efficient day-to-day administrative operations of UCSSACCO by ensuring proper office management, coordination of courier services, maintenance of assets, and availability of groceries and utilities. The Administration Assistant plays a key role in maintaining a clean, organized, and well-functioning working environment.

Main duties and responsibilities:

Office Administration

• Ensure offices are cleaned and ready for use within the required timeframes
• Assist in coordinating daily office errands and administrative tasks
• Handle incoming and outgoing mail and ensure timely distribution
• Ensure timely payment and monitoring of utilities

Asset Management

• Maintain and update the asset register
• Track movement and transfer of office assets and ensure proper documentation
• Monitor the condition of assets and report maintenance needs
• Conduct periodic assessment of asset requirements

Courier Coordination

• Coordinate dispatch and receipt of all mail and courier items
• Maintain a tracking system for outgoing mail (waybills and destinations)
• Follow up on deliveries to ensure timely receipt

Groceries and Utilities Management

• Ensure availability of groceries and kitchen supplies at all times
• Prepare monthly grocery purchase requests within set timelines
• Monitor stock levels and ensure timely replenishment
• Ensure continuous availability of utilities

Staff Welfare

• Ensure availability of drinking water, kitchen utensils and supplies
• Maintain cleanliness and hygiene in kitchen, restrooms, and common areas
• Ensure all appliances are functional

Fleet Coordination

• Monitor vehicle servicing schedules
• Ensure all vehicles have valid insurance and Certificates of Fitness (COF)
• Track and follow up on renewals and maintenance

Qualifications, Knowledge, Skills and Experience

• Diploma in Business Administration, Office Management, or related field
• Basic knowledge of office administration and record keeping
• Proficiency in Microsoft Office applications
• Strong organizational and time management skills
• Attention to detail
• High level of integrity and reliability
• A valid driver’s license will be an added advantage.

• Ensure offices are cleaned and ready for use within the required timeframes
• Assist in coordinating daily office errands and administrative tasks
• Handle incoming and outgoing mail and ensure timely distribution
• Ensure timely payment and monitoring of utilities
• Maintain and update the asset register
• Track movement and transfer of office assets and ensure proper documentation
• Monitor the condition of assets and report maintenance needs
• Conduct periodic assessment of asset requirements
• Coordinate dispatch and receipt of all mail and courier items
• Maintain a tracking system for outgoing mail (waybills and destinations)
• Follow up on deliveries to ensure timely receipt
• Ensure availability of groceries and kitchen supplies at all times
• Prepare monthly grocery purchase requests within set timelines
• Monitor stock levels and ensure timely replenishment
• Ensure continuous availability of utilities
• Ensure availability of drinking water, kitchen utensils and supplies
• Maintain cleanliness and hygiene in kitchen, restrooms, and common areas
• Ensure all appliances are functional
• Monitor vehicle servicing schedules
• Ensure all vehicles have valid insurance and Certificates of Fitness (COF)
• Track and follow up on renewals and maintenance

• Basic knowledge of office administration and record keeping
• Proficiency in Microsoft Office applications
• Strong organizational and time management skills
• Attention to detail
• High level of integrity and reliability

• Diploma in Business Administration, Office Management, or related field
• A valid driver’s license will be an added advantage.