Introduction

The Malawi-Liverpool Wellcome Programme (MLW) is a world-class health research institution committed to improving health through research, capacity building, and strong partnerships.

The Malawi–Liverpool–Wellcome Programme (MLW) is seeking to hire a Field Sites Administrator who shall be based within the Field Sites Management Department and reporting to the Sites Manager.

The position is tenable at MLW offices in Lilongwe.

POSITION FUNCTION (PURPOSE)

Day to date logistical and administrative support to MLW operations and studies in Lilongwe and other assigned field sites in the central region. The incumbent will work closely with the Field Sites Coordinator and Field Site Focal Persons in respective sites of the assigned areas in acting as the primary departmental staff on operational issues when dealing with studies specifically on administrative and logistical issues.

Responsibilities

KEY ACCOUNTABILITIES / RESPONSIBILITIES

Field Sites Administration

• Responsible for general office operation within the assigned Field Sites e.g. facilitate collaboration and coordination with service provider on utilities, maintenance, housekeeping, security etc.
• Keep track of maintenance and functioning of general office equipment, facilities and infrastructure and report challenges to the line manager and relevant parties e.g. departmental unit or work on problems when advised to do so.
• Ensure that all welfare provisions at the field sites assigned are functional e.g. kitchens, toilet facilities for staff, transport etc.
• Act as a first level contact between the department and studies at the office and within the assigned field sites.
• Keep track and coordinate MLW periodical Site management and general meetings, as well as take minutes.
• Manage organizational asset inventories and resources at the office and within the assigned field sites and also monitor and support preventive service of facilities.

Staff Supervision and training

• Act as a link person on security, housekeepers and ground laborers at the site and the assigned field sites.
• Supporting Site Focal Persons in addressing day-to-day administrative and logistical issues in the assigned field sites.

Partnership and visitors’ management

• Keep record of all MoU’s and agreements that MLW and its studies are making with host institutions and other key stakeholders.
• Facilitate travel and hosting of MLW staff and visitors and organization of field visits and organize meetings.
• Facilitate training arrangements as needed for administrative/support staff with relevant departments

Finance, Procurement and Stores

• Petty cash management.
• Management of the site office and Field Sites supplies/stores.
• Inventory/asset management and preventive service of utilities.

Reporting and Documentation

• Keep track and report number of studies and MLW staff working at the assigned sites.
• Management of fuel cards, fueling and general management of the vehicles assigned to the assigned to the site.
• Support the supervision of drivers that are assigned to work in the Administrators assigned area.
• Keep record of all operational meeting minutes and action points for the assigned site and Field sites.
• Keep records of all spaces and allocation arrangements.

Health and Safety

• Ensure that health and safety policies and standard operating procedures are followed within the assigned sites allocated at all times.
• Ensure that facilities and equipment within the Field Sites abide with Health and Safety standards.
• Assist with the communication of Incident reports to the Health and Safety and line manager.
• Keep track and records of all Health & Safety (H&S) mandatory training courses for operational staff in the assigned Field Sites.
• Attend and participate in all mandatory H & S training.

Additional duties as requested by line manager

Requirements

Education:

• Bachelor’s degree in business administration/management.

Experience:

• At least 2 years’ experience in general office administration in a health or health research organization.

REMUNERATION AND BENEFITS

MLW offers an attractive remuneration package which includes a competitive salary package commensurate with the position, a medical aid scheme, 24-hour insurance cover, pension scheme, gratuity benefits redeemable at the end of each contract cycle, among others.

MLW also offers opportunities such as scholarships, upgrading and training opportunities to employees. These are based on successful job performance and other set criteria.

Further details of the organization and the role can be found by visiting our website: www.mlw.mw

Applications should be received not later than 05th January 2026. Interested and a detailed CV with three traceable referees (including at least two professional referees) to vacancies@mlw.mw. All documents should be submitted in one pdf file with subject line clearly indicating the position being applied for i.e. FIELD SITES ADMINISTRATOR.

MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients with whom MLW is working. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.

ONLY SHORT-LISTED CANDIDATES WILL BE ACKNOWLEDGED.

• Responsible for general office operation within the assigned Field Sites e.g. facilitate collaboration and coordination with service provider on utilities, maintenance, housekeeping, security etc.
• Keep track of maintenance and functioning of general office equipment, facilities and infrastructure and report challenges to the line manager and relevant parties e.g. departmental unit or work on problems when advised to do so.
• Ensure that all welfare provisions at the field sites assigned are functional e.g. kitchens, toilet facilities for staff, transport etc.
• Act as a first level contact between the department and studies at the office and within the assigned field sites.
• Keep track and coordinate MLW periodical Site management and general meetings, as well as take minutes.
• Manage organizational asset inventories and resources at the office and within the assigned field sites and also monitor and support preventive service of facilities.
• Act as a link person on security, housekeepers and ground laborers at the site and the assigned field sites.
• Supporting Site Focal Persons in addressing day-to-day administrative and logistical issues in the assigned field sites.
• Keep record of all MoU’s and agreements that MLW and its studies are making with host institutions and other key stakeholders.
• Facilitate travel and hosting of MLW staff and visitors and organization of field visits and organize meetings.
• Facilitate training arrangements as needed for administrative/support staff with relevant departments
• Petty cash management.
• Management of the site office and Field Sites supplies/stores.
• Inventory/asset management and preventive service of utilities.
• Keep track and report number of studies and MLW staff working at the assigned sites.
• Management of fuel cards, fueling and general management of the vehicles assigned to the assigned to the site.
• Support the supervision of drivers that are assigned to work in the Administrators assigned area.
• Keep record of all operational meeting minutes and action points for the assigned site and Field sites.
• Keep records of all spaces and allocation arrangements.
• Ensure that health and safety policies and standard operating procedures are followed within the assigned sites allocated at all times.
• Ensure that facilities and equipment within the Field Sites abide with Health and Safety standards.
• Assist with the communication of Incident reports to the Health and Safety and line manager.
• Keep track and records of all Health & Safety (H&S) mandatory training courses for operational staff in the assigned Field Sites.
• Attend and participate in all mandatory H & S training.
• Additional duties as requested by line manager

• Bachelor’s degree in business administration/management.