Executive Assistant




Company Overview:

About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.

The Feed the Future Malawi Growth Poles Project overall goal is to accelerate environmentally, socially, and economically sustainable, resilient, and more inclusive wealth generation in Malawi by mobilizing rural-based private sector investments and partnerships with anchor firms and their surrounding communities, smallholder organizations, cooperatives, and MSMEs in a growth pole approach, with a focus on ensuring benefits are inclusive of smallholders, youth, and women.

Growth Poles Project would like to fill the following position.


The Executive Assistant will manage and provide direct support to the office of Growth Poles’ senior management – which comprises of the Chief of Party and two Co-Deputy Chief of Parties – in all administrative matters and will be responsible for coordinating their schedules and communication including managing, coordinating and performing confidential administrative functions to ensure smooth flow of operations. S/he will provide administrative and secretarial support to the CoP and D-Cop offices and will directly report to Chief of Party, and take assignment from the Co-DCOPs.

Duty Station: Lilongwe, Malawi

Reporting to : Chief of Party

Key Responsibilities

  • Manage all incoming and outgoing correspondence for CoP and the Co-Deputy CoPs including letters, forms and back up documentation.
  • Maintain/update calendars, schedules appointments and meetings for the CoP and the Co-Deputy CoPs, and when assigned for the Senior Leadership Team.
  • Tend to visitors of the CoP and the Co-Deputy CoPs, directing them accordingly.
  • Where necessary, answer and screen phone calls; receive and deliver messages; and respond to queries.
  • Organize, coordinate, and provide logistic support for meetings, field trips, trainings, and workshops (including preparation of meeting and workshop materials where necessary), onsite and off-site for the CoP and the Deputy CoPs.
  • Manage travel arrangements for CoP and the Co-Deputy CoPs, overseeing travel authorizations and approvals, and coordinating travel arrangements with Growth Poles Operations Officer, completing/submitting Travel Advance Requests, Travel Expense Reports, plus reviewing trip reports for content and format.
  • Coordinate and manage international travels into and out of the country which may include obtaining requisite approvals, making flight reservations through Home Office, making/ confirming hotel reservations, preparing and submitting visa applications, following up to ensure visa is obtained, organizing transport to/from Lilongwe airport.
  • Provide administrative assistance during small office meetings where needed.
  • Record minutes of staff meetings and circulate amongst the staff where needed.
  • Maintain online and hardcopy files for the COP and Co-Deputy COPs.
  • Track weekly tasks of the Chief of Party and the Co-Deputy Chief of Parties, sending reminders where necessary.
  • Lead in troubleshooting for administrative problems
  • Disseminate general information as appropriate.
  • Perform or assume other duties as assigned to ensure the smooth functioning of the office and the achievement of Growth Poles project goals.

HOW To Apply:

Interested applicants must send their Curriculum Vitae with cover letter and copies of certificates to HR@ftfagdiv.com indicating position in the subject line or hand deliver to: The Finance & Operations Director, Feed the Future Malawi Growth Poles Project, Area 3/121, Laws Avenue Off Colby Street Lilongwe Malawi by 13:30hrs on Wednesday, 17th July 2024. Late applications will not be reviewed.


Only shortlisted candidates will be notified for the interviews.

Required Qualifications:


  • At least four years’ experience in administration and office management with complex and large international organizations.
  • Familiarity with international businesses, corporations or NGOs is a plus.
    A minimum of a Bachelor’s Degree in Administration or any other related field.
  • Proactive ability to communicate effectively and tactfully with all levels of staff, representatives of donors and collaborating agencies, individuals from diverse cultures, and the public.
  • Initiative and discretion in judging and managing confidential matters, materials, and sensitive issues.
  • Proficiency in a broad variety of administrative and computer skills, including MS Word, Excel, Power Point, Outlook, and other Microsoft office applications.
  • Proficiency in secretarial skills including grammar, spelling, and proofreading.
  • Excellent organizational skills with ability to coordinate and effectively process work assignments, while providing attention to detail.
  • Excellent interpersonal, oral, and written communication skills in English and Chichewa.
  • Ability to develop productive working relationships with counterparts and partners in other agencies/organizations.
  • Ability to work in a complex environment with multiple tasks, collaborate well with colleagues, and meet short deadlines.
  • Willingness to receive and incorporate feedback and lead iterative work processes
  • A good sense of humor, adventure, and excitement for unexpected challenges, tight deadlines, and new opportunities.