Administration Support Officer

Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries

Founded in 1968, Concern Worldwide works in 25 countries in Africa, Asia and the Caribbean with its headquarters in Ireland. Active in Malawi since 2002, Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression. Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.

Concern invites applications from interested candidates qualified for the following full time job position:

Administration Support Officer (1 Vacancy)

Contract Duration: Fixed Term One (1) Year Contract

Duty Station: Kasiya, Lilongwe Rural

Job Summary:

Reporting to the District Programme Manager, the Administration Support Officer will be responsible for providing day-to-day administrative support to ensure smooth running of the Concern Lilongwe Rural programme office in compliance with Concern’s Policies and Procedures. S/he will be responsible for front office duties, ensuring the office environment is properly and professionally maintained, providing logistical support such as carrying out low-valued procurements, organising transport and managing stores as well as compiling reports and maintaining proper records.

Duties and Responsibilities:

Administration Support

• Overseeing the daily running and maintenance of the office including but not limited to managing office supplies, stationery and equipment, ensuring that all utility bills are paid, identifying and facilitating corrective and preventative repairs and maintenance, scheduling fumigation etc.
• Administering staff leave and maintaining an up-to-date staff leave file
• Coordinating trainings – booking venues, delivering refreshments, processing invoices etc.
• Ensuring adherence to relevant office and staff health, safety and security protocols
• Tracking assets and inventory including maintaining an updated asset register and inventory list
• Ensuring proper use, safety and security of Concern assets and inventory
• Managing the Office Assistant, Drivers and Security Guards

Stores Management  

• Ensuring proper receipt, storage and issuance of store items
• Organising dispatch, loading and offloading stock
• Ensuring that the store is maintained cleanly and tidily, stock is stored well, kept dry and secure
• Conducting stock counts, preparing stock reports and reporting any discrepancies
• Tracking re-order levels of essential items and ensuring they are replenished in good time
• Tracking obsolete, damaged, expired and slow-moving stock and advising the Line Manager
• Reconciling all distribution records to ensure that everything has been accounted for

Transport Support

• Ensuring adherence to Concern’s transport and security policies and procedures
• Organising transport including ensuring all fleet are safely driven and parked and scheduling driver’s leave
• Monitoring fuel usage/consumption and reporting any anomalies
• Ensuring that daily and weekly vehicle checks and checklists are done
• Reviewing movement logs and log sheets for all fleet
• Supporting timely processing of fuel payments by ensuring complete & accurate fuel documentation is availed
• Liaising with the Transport Officer to ensure timely and proper repair, servicing and maintenance of all fleet
• Reporting to any accidents or incidents for proper and timely resolution

Procurement Support 

• Carrying out small-value local procurements including ensuring timely deliveries, alerting requestors on order delivery for their verifications and planning
• Liaising with finance, requestors and suppliers to ensure timely and accurate payment for goods delivered and services provided against all relevant supporting documents and approvals
• Advising staff and suppliers on Concern’s policies and procedures and ensuring that they are complied with
• Maintaining good staff and supplier relationships

Crosscutting Roles

• Maintaining proper operational records and files
• Preparing and submitting relevant operational reports
• Participating and contributing towards Concern’s Emergency response and comply with Concern’s health, safety and security guidelines during emergencies
• Adhering to, support and promote the standards of conduct outlined in the Concern Code of Conduct & its Associated Policies
• Upholding and promoting Concern’s values, including our workplace equality, diversity and inclusion values
• Performing any other duties assigned

Minimum Qualifications:

• A Certificate/Diploma in Logistics, Procurement, Supply Chain, Operations, Management, Business, Administration, Human Resources or relevant field.
• At least two (2) years’ experience in a similar role with good knowledge and experience in Admin, HR and Logistics systems and processes. NGO experience is preferred.
• Good knowledge of computer applications i.e. Microsoft Word & Excel
• Fluent in both spoken and written English and Chichewa.
• A high level of integrity, transparency and confidentiality
• A team player with an ability to work independently
• Ability to multi-task and meet strict deadlines and to work with minimum supervision
• Good organisational, planning, communication, time management & report writing skills

How To Apply

Interested candidates, who meet the above qualifications, should send their CV (3 pages maximum including three referees) and Cover Letter to malawi.hr@concern.net with the subject of the email as “Administration Support Officer’’. The deadline for applications is Sunday, 31^st August 2025. Only short-listed candidates will be contacted for interview.

Due to the urgency to fill this position, applications will be shortlisted on a regular basis, interviews conducted on a rolling basis and we may offer the position before the closing date.

Concern is an equal opportunities employer. Qualified women are particularly encouraged to apply.