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.

Job Purpose

The Administration Supervisor is responsible for overseeing and coordinating all administrative, logistics, and operational support functions of UCSSACCO. The role ensures efficient management of assets, stationery, travel logistics, vendor services, and office operations while maintaining strong internal controls, compliance, and timely service delivery to support organizational effectiveness.

Responsibilities or duties

Administrative Operations & Office Management

• Oversee day-to-day administrative operations to ensure smooth running of all offices
• Supervise office maintenance, cleanliness, and functionality of working environments
• Ensure timely processing of utilities and other operational payments
• Coordinate administrative support services across all branches

Stationery and Stock Management

• Oversee storage and distribution of stationery across the organization
• Ensure timely preparation of quarterly stationery requisitions
• Monitor stock levels and ensure zero shortages and minimal wastage
• Supervise monthly stock distribution and liquidation processes
• Ensure accurate and up-to-date stock registers are maintained

Asset Management

• Oversee the maintenance of a complete and accurate asset register
• Ensure all assets are tagged, insured, and properly recorded
• Supervise asset allocation, transfers, and disposals with proper documentation
• Monitor servicing schedules for vehicles, machines, and office equipment
• Ensure timely reporting and reconciliation of all assets

Travel and Allowance Management

• Oversee coordination of staff travel arrangements (local and international)
• Ensure timely processing of travel allowances within set timelines
• Review and approve allowance computations and ensure proper communication to staff
• Monitor and follow up on all travel-related payments

Fleet and Fuel Management

• Oversee management of fuel cards, including monthly loading and usage tracking
• Ensure timely fuel reconciliations and liquidation of fuel usage
• Monitor vehicle servicing, insurance, and compliance requirements (COF, etc.)
• Ensure proper utilization and maintenance of fleet resources

Vendor and Contract Management

• Manage contracts with service providers including security, cleaning, and courier services
• Ensure contracts are renewed within required timelines
• Monitor vendor performance and ensure service delivery standards are met
• Ensure timely processing of vendor payments
• Lead engagement with service providers through periodic review meetings

Rentals and Tenancy Management

• Oversee management of tenancy agreements for all Sacco offices
• Ensure timely renewal of lease agreements in coordination with service centres
• Monitor and ensure rental payments are processed in advance
• Maintain accurate records and reporting on all tenancy arrangements

Courier and Logistics Coordination

• Oversee dispatch and receipt of all courier items
• Ensure proper tracking and documentation of all deliveries
• Monitor courier service performance and resolve delivery issues
• Identify and recommend cost-effective courier service providers

Records and Archive Management

• Oversee the development and maintenance of an organized document archiving system
• Ensure proper documentation, authorization, and tracking of archived records
• Supervise movement and retrieval of documents with proper controls
• Ensure compliance with records management policies

Performance Management and Team Supervision

• Supervise and guide Administration officers and support staff
• Support development of job descriptions and performance contracts in collaboration with HR
• Conduct regular performance reviews and provide feedback to staff
• Ensure completion of monthly appraisals and proper documentation
• Manage staff leave schedules to ensure adequate coverage

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

Qualification, Knowledge, Skills and Experience

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management or a related field
• Strong knowledge of office administration, asset management, and logistics coordination
• Experience in vendor and contract management
• Strong leadership and team supervision skills
• Excellent organizational and coordination abilities
• High attention to detail and accuracy
• Good communication and stakeholder management skills
• Ability to manage multiple tasks and meet deadlines
• High level of integrity and accountability.

Experience needed

• At least 2 years’ experience in administration, operations, including experience in a supervisory role

• Oversee day-to-day administrative operations to ensure smooth running of all offices
• Supervise office maintenance, cleanliness, and functionality of working environments
• Ensure timely processing of utilities and other operational payments
• Coordinate administrative support services across all branches
• Oversee storage and distribution of stationery across the organization
• Ensure timely preparation of quarterly stationery requisitions
• Monitor stock levels and ensure zero shortages and minimal wastage
• Supervise monthly stock distribution and liquidation processes
• Ensure accurate and up-to-date stock registers are maintained
• Oversee the maintenance of a complete and accurate asset register
• Ensure all assets are tagged, insured, and properly recorded
• Supervise asset allocation, transfers, and disposals with proper documentation
• Monitor servicing schedules for vehicles, machines, and office equipment
• Ensure timely reporting and reconciliation of all assets
• Oversee coordination of staff travel arrangements (local and international)
• Ensure timely processing of travel allowances within set timelines
• Review and approve allowance computations and ensure proper communication to staff
• Monitor and follow up on all travel-related payments
• Oversee management of fuel cards, including monthly loading and usage tracking
• Ensure timely fuel reconciliations and liquidation of fuel usage
• Monitor vehicle servicing, insurance, and compliance requirements (COF, etc.)
• Ensure proper utilization and maintenance of fleet resources
• Manage contracts with service providers including security, cleaning, and courier services
• Ensure contracts are renewed within required timelines
• Monitor vendor performance and ensure service delivery standards are met
• Ensure timely processing of vendor payments
• Lead engagement with service providers through periodic review meetings
• Oversee management of tenancy agreements for all Sacco offices
• Ensure timely renewal of lease agreements in coordination with service centres
• Monitor and ensure rental payments are processed in advance
• Maintain accurate records and reporting on all tenancy arrangements
• Oversee dispatch and receipt of all courier items
• Ensure proper tracking and documentation of all deliveries
• Monitor courier service performance and resolve delivery issues
• Identify and recommend cost-effective courier service providers
• Oversee the development and maintenance of an organized document archiving system
• Ensure proper documentation, authorization, and tracking of archived records
• Supervise movement and retrieval of documents with proper controls
• Ensure compliance with records management policies
• Supervise and guide Administration officers and support staff
• Support development of job descriptions and performance contracts in collaboration with HR
• Conduct regular performance reviews and provide feedback to staff
• Ensure completion of monthly appraisals and proper documentation
• Manage staff leave schedules to ensure adequate coverage

• Strong knowledge of office administration, asset management, and logistics coordination
• Experience in vendor and contract management
• Strong leadership and team supervision skills
• Excellent organizational and coordination abilities
• High attention to detail and accuracy
• Good communication and stakeholder management skills
• Ability to manage multiple tasks and meet deadlines
• High level of integrity and accountability.

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management or a related field