Administrative Assistant

The Public Procurement & Disposal of Assets Authority (PPDA) was established by an Act of Parliament to regulate the procurement and disposal of Public Assets in Malawi.

PPDA mission is to provide a professional, efficient, and effective regulatory, monitoring and oversight function on all public procurement and disposal matters. To accomplish its mission, PPDA is inviting applications from suitably qualified and experienced candidates to fill the following vacant position.

Job Title: Administrative Assistant
Grade: PPDA 7
Location: PPDA Offices, Lilongwe

Key Duties and Responsibilities

The Administrative Assistant will be responsible for providing secretarial, administrative and logistical support to Directors. Specifically, the Administrative Assistant will be required to carry out the following functions:

• Performing secretarial duties including typing correspondence, confidential minutes, agreements, notices, reports, memoranda from the Director.
• Managing the Directors Diary.
• Assisting the Director and other staff with inquiries of administrative or organizational nature.
• Screening requests for meetings, scheduling and organizing meetings and travel arrangements for the Directors
• Receiving and screening calls and correspondence directed to the Directors.
• Answering and screening telephone calls for staff, taking and relaying messages; responding to routine telephone inquiries; forwarding calls to appropriate party.
• Receiving visitors and attending to their enquiries before directing them to the appropriate staff member
• Record keeping of staff personal files, employment contracts, minutes of meetings, monthly departmental reports, and general files.
• Requisitioning office supplies and responsible for office tidiness, equipment and stationery.
• Any other duties assigned from time to time.

Qualifications and Experience

Applicants must have Malawi School Certificate of Education and Diploma in Administrative Studies (Secretarial), Secretarial Studies/or Business Administration from a recognized institution with at least three (3) years’ experience in a similar position.

Requisite Knowledge, Abilities and Skills

• Excellent interpersonal skills
• Ability to organize an office
• Working knowledge of Microsoft Word, Excel, and Power Point.
• Ability to multi-task and work with minimum supervision.
• Exceptional written, listening and verbal communication skills.
• Excellent logistical and organizational abilities.

Mode of Application

Qualified candidates who meet the specified qualifications, experience, knowledge, abilities and skills should submit their application letters, copies of certificates, and a detailed curriculum vitae including names and contact details of at least three traceable referees as a single document by 2nd August 2025. Applications should be addressed to:

The Director General,
Public Procurement and Disposal of Assets Authority,
Private Bag 383,
LILONGWE 3.
Email: recruitment@ppda.mw.

Please note that only shortlisted candidates will be contacted,

PPDA is an Equal Opportunity Employer and encourages applications from all qualified individuals regardless of race, colour, sex, language, religion, political or other opinion, nationality, ethnic or social origin, disability, property, birth, marital or other status or family responsibilities.