Overview

Vacancy

The Sparkle Foundation is a nonprofit organization dedicated to improving the lives of vulnerable children, families, and communities through holistic and sustainable interventions in health, education, nutrition, and empowerment. At Sparkle, we believe that lasting change begins at the grassroots level and is driven by compassion, integrity, and accountability.

We are looking for a passionate and suitably qualified candidate to fill the following vacancy.

Job Title: Executive Assistant

Job Specification:

The Executive Assistant (EA) will be responsible for providing a high-level of administrative, operational, and coordination support to the Chief Operations Officer. The position plays a critical role in ensuring the smooth and efficient functioning of the COO’s day-to-day activities. The EA will be responsible for managing schedules, correspondence, filing systems, and documentation, while also supporting cross-departmental activities such as volunteer trip coordination and taking lead of the procurement processes within the Finance Department. This role requires a highly organized, proactive, and discreet individual who can manage multiple priorities, handle sensitive information, and support organizational operations effectively in a fast-paced NGO environment.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive day-to-day administrative and operational support to the COO.
• Manage the COO’s calendar by scheduling meetings, appointments, and events, coordinating availability with internal and external stakeholders.
• Arrange travel logistics for the COO, including booking flights, accommodation, ground transportation, and preparing travel itineraries, ensuring compliance with The Sparkle Foundation Malawi travel policies.
• Prepare, coordinate, and circulate meeting agendas, briefing notes, and supporting documents in advance of meetings to ensure preparedness and efficiency.
• Attend meetings as required to accurately record minutes, capture key discussions, decisions, and action points, and distribute minutes in a timely manner.
• Track action points arising from meetings, follow up with responsible staff, and provide regular updates to the COO to ensure accountability and timely completion of tasks.
• Manage incoming and outgoing correspondence, emails and other communications on behalf of the COO, exercising sound judgment in prioritizing, responding, or escalating matters as appropriate.
• Draft routine correspondence, memos, and emails for the COO’s review and approval.
• Establish and maintain well-organized electronic and physical filing systems to ensure easy retrieval, and proper record management.
• Ensure all documents and records are handled with the highest level of confidentiality, integrity, and professionalism, particularly sensitive information related to staff, finance, partners, and strategic matters.
• Support the preparation of management reports, presentations, briefing documents, and summaries by compiling information, formatting documents, and ensuring accuracy and consistency.
• Assist in coordinating deadlines for reports and submissions, ensuring timely completion and submission as required.
• Carry out any other duties as assigned by the COO in support of organizational objectives.

Volunteer Trip Coordination

• Support the planning, organization, and coordination of volunteer trips, study visits, donor visits, and other short-term engagements in collaboration with Programs staff and relevant departments.
• Work closely with Programs staff to develop detailed volunteer itineraries, including activity schedules, site visits, meetings, and cultural or orientation sessions.
• Coordinate and confirm logistics for volunteer trips, including accommodation, transportation, airport transfers, meals, security arrangements, and venue bookings where required.
• Assist in preparing and sharing pre-arrival information packs for volunteers, including itineraries, organizational background, codes of conduct, child safeguarding policies, and health and safety guidelines.
• Serve as a key point of contact for volunteers before, during, and after their visits, responding to inquiries and providing timely and accurate information.
• Coordinate on-the-ground activities once volunteers arrive, ensuring activities are implemented according to the agreed itinerary and addressing any logistical or scheduling challenges that arise.
• Liaise with internal staff, partners, and external service providers (such as hotels, transport providers, and tour operators) to ensure smooth execution of volunteer visits.
• Support the preparation and processing of documentation related to volunteer visits, including agreements, consent forms, insurance documentation, and clearance requirements where applicable.
• Maintain accurate and up-to-date records of volunteer activities, schedules, attendance, and feedback for reporting and organizational learning.
• Support post-visit processes by coordinating debriefings, collecting volunteer feedback, and assisting with the preparation of visit reports where required.
• Ensure that all volunteer coordination activities comply with organizational policies, safeguarding standards, and risk management procedures.

Procurement & Finance Support

• Take lead in the coordination of procurement processes in line with The Sparkle Foundation procurement policies, donor requirements, and internal controls.
• Assist in initiating procurement requests, preparing purchase requisitions, and ensuring all required approvals are obtained prior to procurement.
• Source out requested quotations from suppliers, compiling quotation comparison summaries, and submitting documentation for review and approval.
• Follow up with suppliers to ensure timely delivery of goods and services and communicate any delays to relevant staff.
• Support the preparation and processing of purchase orders, contracts, and service agreements as required.
• Ensure all procurement documentation including requisitions, quotations, evaluation forms, purchase orders, delivery notes, invoices, and payment support documents is complete, accurate, and properly filed.
• Maintain organized physical and electronic procurement files to support audits, financial reviews, and donor compliance requirements.
• Liaise with program staff, suppliers, and the Finance team to facilitate smooth procurement processes.

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Office Management, Public Administration, or a related field.
• Minimum of 3–5 years’ experience in an administrative or executive assistant role, preferably within an NGO or development organization.
• Experience supporting senior management or executive leadership is an added advantage.
• Familiarity with procurement procedures and administrative systems is desirable.

Required Skills & Competencies

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• High level of confidentiality, integrity, and professionalism.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong interpersonal skills and ability to work with diverse teams.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while also functioning as part of a team.

Personal Attributes

• Proactive and self-motivated.
• Reliable, trustworthy, and ethical.
• Flexible and adaptable to changing priorities.
• Strong problem-solving skills.
• Willingness to learn and take initiative in a growing role.

• Provide comprehensive day-to-day administrative and operational support to the COO.
• Manage the COO’s calendar by scheduling meetings, appointments, and events, coordinating availability with internal and external stakeholders.
• Arrange travel logistics for the COO, including booking flights, accommodation, ground transportation, and preparing travel itineraries, ensuring compliance with The Sparkle Foundation Malawi travel policies.
• Prepare, coordinate, and circulate meeting agendas, briefing notes, and supporting documents in advance of meetings to ensure preparedness and efficiency.
• Attend meetings as required to accurately record minutes, capture key discussions, decisions, and action points, and distribute minutes in a timely manner.
• Track action points arising from meetings, follow up with responsible staff, and provide regular updates to the COO to ensure accountability and timely completion of tasks.
• Manage incoming and outgoing correspondence, emails and other communications on behalf of the COO, exercising sound judgment in prioritizing, responding, or escalating matters as appropriate.
• Draft routine correspondence, memos, and emails for the COO’s review and approval.
• Establish and maintain well-organized electronic and physical filing systems to ensure easy retrieval, and proper record management.
• Ensure all documents and records are handled with the highest level of confidentiality, integrity, and professionalism, particularly sensitive information related to staff, finance, partners, and strategic matters.
• Support the preparation of management reports, presentations, briefing documents, and summaries by compiling information, formatting documents, and ensuring accuracy and consistency.
• Assist in coordinating deadlines for reports and submissions, ensuring timely completion and submission as required.
• Carry out any other duties as assigned by the COO in support of organizational objectives.
• Support the planning, organization, and coordination of volunteer trips, study visits, donor visits, and other short-term engagements in collaboration with Programs staff and relevant departments.
• Work closely with Programs staff to develop detailed volunteer itineraries, including activity schedules, site visits, meetings, and cultural or orientation sessions.
• Coordinate and confirm logistics for volunteer trips, including accommodation, transportation, airport transfers, meals, security arrangements, and venue bookings where required.
• Assist in preparing and sharing pre-arrival information packs for volunteers, including itineraries, organizational background, codes of conduct, child safeguarding policies, and health and safety guidelines.
• Serve as a key point of contact for volunteers before, during, and after their visits, responding to inquiries and providing timely and accurate information.
• Coordinate on-the-ground activities once volunteers arrive, ensuring activities are implemented according to the agreed itinerary and addressing any logistical or scheduling challenges that arise.
• Liaise with internal staff, partners, and external service providers (such as hotels, transport providers, and tour operators) to ensure smooth execution of volunteer visits.
• Support the preparation and processing of documentation related to volunteer visits, including agreements, consent forms, insurance documentation, and clearance requirements where applicable.
• Maintain accurate and up-to-date records of volunteer activities, schedules, attendance, and feedback for reporting and organizational learning.
• Support post-visit processes by coordinating debriefings, collecting volunteer feedback, and assisting with the preparation of visit reports where required.
• Ensure that all volunteer coordination activities comply with organizational policies, safeguarding standards, and risk management procedures.
• Take lead in the coordination of procurement processes in line with The Sparkle Foundation procurement policies, donor requirements, and internal controls.
• Assist in initiating procurement requests, preparing purchase requisitions, and ensuring all required approvals are obtained prior to procurement.
• Source out requested quotations from suppliers, compiling quotation comparison summaries, and submitting documentation for review and approval.
• Follow up with suppliers to ensure timely delivery of goods and services and communicate any delays to relevant staff.
• Support the preparation and processing of purchase orders, contracts, and service agreements as required.
• Ensure all procurement documentation including requisitions, quotations, evaluation forms, purchase orders, delivery notes, invoices, and payment support documents is complete, accurate, and properly filed.
• Maintain organized physical and electronic procurement files to support audits, financial reviews, and donor compliance requirements.
• Liaise with program staff, suppliers, and the Finance team to facilitate smooth procurement processes.

• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• High level of confidentiality, integrity, and professionalism.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong interpersonal skills and ability to work with diverse teams.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while also functioning as part of a team.

• Bachelor’s Degree in Business Administration, Office Management, Public Administration, or a related field.
• Minimum of 3–5 years’ experience in an administrative or executive assistant role, preferably within an NGO or development organization.
• Experience supporting senior management or executive leadership is an added advantage.
• Familiarity with procurement procedures and administrative systems is desirable.