Project Administrative Assistant

VACANCY ANNOUNCEMENT
ADMINISTRATIVE ASSISTANT

1.0 The Objective of this Assignment:

The Ministry of Education through ISEM II Project is seeking the services of Project Administrative Assistant to provide support to the smooth and effective operation of the Project by performing logistical and administrative support duties to ensure effective delivery of services and achievement of objectives.

2.0 Position Description

The Project seeks to recruit a Project Administrative Assistant.

3.0 Scope of the Assignment

The Project Administrative Assistant will be responsible for providing day to day professional, high quality administration, logistical and coordination support to the Project and serve as the point of contact for a range of staff and external stakeholders.

Specifically, the Project Administrative Assistant will perform the following duties:

1. Provide a full range of administrative support to the Project Manager, including scheduling and calendar management, managing travel arrangements, preparing routine correspondence, assisting with the preparation, editing and distribution of reports, documents and meeting materials, receiving/distributing mail;
2. Provide event management coordination including planning and managing several tasks, preparing communications, arranging catering and technology services, space planning and set-up; and taking notes and minutes during meetings;
3. Assist in communication with the Participating Financial Institutions, Development Partners, Government Institutions and other Stakeholders;
4. Maintain and update Outlook distribution lists, phone lists,
5. Order office supplies; maintain and update the stores register and ensure the office supplies are replenished timely;
6. Manage the Point-of-Sale Fuel Machine, procure and issue fuel and record fuel transactions in the fuel register;
7. Facilitate maintenance and insurance of Project motor vehicles and other assets;
8. Ensure the office, furniture, equipment and motor vehicles are always kept clean;
9. Assist the Procurement Specialist in generating procurement memos, procurement requisitions, RFQs and obtaining quotations;
10. Contribute to a positive workplace culture through a high-level of team work, liaising with others outside own team and by acting consistently with World Bank Group and Reserve Bank of Malawi core values;
11. Arrange appointments/meetings both internal and external officials and stakeholders;
12. Receive visitors, place and screen phone calls, respond to requests for information and take notes at meetings;
13. Establish and maintain documentation and filing system;
14. hard and electronic office files and records; classify and code material relating to a variety of topics;
15. Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information;
16. Draft non-technical memoranda and reports;
17. Format more complex documents using the appropriate technology;
18. Provide and facilitate administrative formalities and processing of documents in relation to official travels, leaves and movements of staff;
    Support staff with processing personnel related documentation;
19. Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administrative procurements of ISEM I| Project are done and recorded accurately;
20. Monitor office facilities and equipment and take appropriate action to ensure proper function at all times;
21. Provide logistic and administrative arrangements for events, meetings, seminars, workshops and briefings that may be required by the ISEM II Office;
22. Regulate and monitor provision of services from providers; and
23. Any other duties that may be assigned by the Project Manager from time to time.

4.0 Performance Criteria

The following performance criteria will be used to assess the performance of the Project Administrative Assistant annually and based upon these assessments the contract with the Project may be continued or terminated:

1. Quality and timeliness of handling daily correspondence including emails and phone calls;
2. Quality and timeliness of managing appointments and reservations and scheduled calendar;
3. Timeliness and accuracy of drafted memoranda;
4. Quality, order and timeliness of documentation filing and record keeping;
5. Quality of supervision of subordinates’ i.e. driver/messenger; and
6. Timeliness in maintenance and insurance of project motor vehicles and other valuation assets.

5.0 Reporting/ Deliverables

Project Administrative Assistant will be directly reporting to the Project Manager and will also be responsible for supervision of the Driver/Messenger in the PIU. The following are some of the required reports and deliverables of the Project Administrative Assistant:

1. Generating of accurate minutes, presentations and reports;
2. Maintenance of appropriate and user-friendly filing systems;
3. Non-conflict of real-time scheduled calendar and diary of events/meetings for Project Manager Office;
4. Maintenance of complete list of office inventory and stocks for the office; and
5. Motor Vehicles and Assets maintenance and insurance reports.

6.0 Key Qualifications and Experience

The candidate should meet the following minimum qualifications:

1. Advanced Secretarial Certificate plus a Diploma in Administration. Candidates with prior administrative practical experience with EU Funded Projects will have an added advantage;
2. A minimum of Eight (8) years’ experience in administrative plus logistical management in projects and at least five (5) years’ work experience in a donor funded-project such as those funded by the EU, World Bank or African Development Bank or other international donors;
3. Excellent written and verbal communication skills;
4. Proactive and ability to create a positive experience for others;
5. Strong organization and planning skills;
6. Excellent time management skills and ability to multi-task and priotizse work;
7. Computer literacy is a must for this position. Proficient in MS Office; and
8. Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy.

7.0 Duration of Contract and Remuneration

The Employment Contract shall run in One (1) year term contract for the whole duration of the Project, renewed annually subject to satisfactory performance. Remuneration shall be negotiable based on candidate’s qualifications and experience and the available budget.

8.0 Location of Employment

The Project Administrative Assistant will be based at the PIU Office in Lilongwe.

9.0 Closing date for Applications

Expression of interest including updated detailed curriculum vitae and professional certificates must be delivered in a written form to the address below (in person, or by mail), by Friday, 19th December 2025 at 16:00 Hours Malawian Time.

The Chief Human Resource Management Officer (CHRMO)
Ministry of Education
Private Bag 328
LILONGWE
Email : ckumbanga1@gmail.com, crkchimzimu324@gmail.com