ABOUT THE ROLE

Central Medical Stores Trust (CMST) is Malawi's premier public health supply chain institution, responsible for procuring, warehousing, and distributing quality medicines and medical supplies to all public health facilities nationwide.

We are seeking a highly organized and proactive Assistant Administration Officer to coordinate administrative and support services that ensure the efficient and effective operation of the Trust. This role involves supervising drivers and office assistants, managing office facilities, assets, and logistics, and ensuring compliance with safety and security standards.

If you have a strong administrative background, supervisory experience, and a passion for operational excellence, this is your chance to contribute to Malawi's public health sector.

KEY REQUIREMENTS

• Diploma in Business Administration, Public Administration, Business Management, Office Management, or a related field from a recognized institution.
• Malawi School Certificate of Education (MSCE) or equivalent.
• Minimum 3 years of relevant experience in administration, office management, facilities management, or a related field in a reputable public or private sector organization.
• Membership of a relevant professional body is an added advantage.
• Knowledge of office administration, records management, facilities, property, and asset management.
• Proficiency in Microsoft Office applications.
• Excellent communication, interpersonal, organizational, and planning skills.
• Strong analytical, problem-solving, and decision-making abilities.
• High levels of integrity, professionalism, and confidentiality.

KEY RESPONSIBILITIES

• Coordinate day-to-day administrative and support services for the organization.
• Manage office accommodation, workplace logistics, and general office administration.
• Coordinate transport services, allocation of Office Assistants, and cleaning services.
• Supervise, mentor, and appraise Office Assistants and Drivers.
• Prepare duty rosters and monitor staff performance.
• Coordinate maintenance of pool and management vehicles.
• Ensure organizational assets are adequately insured at all times.
• Maintain an up-to-date asset register and inventory of office furniture and equipment.
• Coordinate maintenance and repair of buildings, equipment, and facilities.
• Liaise with suppliers, service providers, and contractors to ensure quality service delivery.
• Supervise contractors undertaking maintenance, renovation, and civil works.
• Assist in preparing administrative budgets, procurement plans, and work plans.
• Monitor utilization of office supplies and administrative resources.
• Ensure timely payment of utility bills and service charges.
• Promote compliance with occupational health, safety, security, and environmental standards.
• Prepare periodic administrative reports and monitor expenditure.

IMPORTANT

Never pay any fee at any stage. Genuine employers do not charge for shortlisting, interviews, or employment.

CMST is an equal opportunity employer – women are strongly encouraged to apply. Only shortlisted candidates will be contacted.

• Coordinate day-to-day administrative and support services for the organization.
• Manage office accommodation, workplace logistics, and general office administration.
• Coordinate transport services, allocation of Office Assistants, and cleaning services.
• Supervise, mentor, and appraise Office Assistants and Drivers.
• Prepare duty rosters and monitor staff performance.
• Coordinate maintenance of pool and management vehicles.
• Ensure organizational assets are adequately insured at all times.
• Maintain an up-to-date asset register and inventory of office furniture and equipment.
• Coordinate maintenance and repair of buildings, equipment, and facilities.
• Liaise with suppliers, service providers, and contractors to ensure quality service delivery.
• Supervise contractors undertaking maintenance, renovation, and civil works.
• Assist in preparing administrative budgets, procurement plans, and work plans.
• Monitor utilization of office supplies and administrative resources.
• Ensure timely payment of utility bills and service charges.
• Promote compliance with occupational health, safety, security, and environmental standards.
• Prepare periodic administrative reports and monitor expenditure.

• Proficiency in Microsoft Office applications.
• Excellent communication, interpersonal, organizational, and planning skills.
• Strong analytical, problem-solving, and decision-making abilities.
• High levels of integrity, professionalism, and confidentiality.

• Diploma in Business Administration, Public Administration, Business Management, Office Management, or a related field from a recognized institution.
• Malawi School Certificate of Education (MSCE) or equivalent.
• Minimum 3 years of relevant experience in administration, office management, facilities management, or a related field in a reputable public or private sector organization.
• Membership of a relevant professional body is an added advantage.
• Knowledge of office administration, records management, facilities, property, and asset management.