District Office Assistant

The  Office Assistant will be responsible to provide support to administrative assistance to support the Pact team in supporting the roll out of the ACHIEVE Programs.

The Office Assistant will ensure that all working spaces are clean and ready on a daily basis

He/She will also support the activity with core front desk administrative functions, operations and finance, by assisting with preparing documents, providing procurement support, meeting coordination, maintaining filing system (paper and electronic).  He/She will provide administrative assistance to support the Pact team in supporting the roll out ACHIEVE program transportation needs.

Procurement Support

• Support the Administration Assistant with documentation of receipt of goods/services purchased, ensure procurement files are up-to-date, and follow up with suppliers for tax and other documentation as required
• Assist the Administration Assistant with the maintenance of a register of preferred vendors in each of the provinces that Pact works in.
• Assist the Administration Assistant with the maintenance of asset/inventory register for Pact Malawi office and districts.
• Perform other tasks as assigned.

Administrative Support

• Cleaning of all working spaces and storages rooms.
• Assist the supervisor in ensuring that staff have access to, understand and use all necessary administrative forms.
• Assist the supervisor in ensuring that all supporting documents for financial transactions are accurate and submitted to finance for processing.
• Assist the supervisor in ensuring that all correspondence and documents are properly copied and filed in accordance with filing system as directed by the supervisor.
• Assist in maintaining the filing system (electronic and paper). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis.
• Attend to reception area whenever the need arises.
• Assist with moving of furniture and or equipment at the office as needed from or to storage.
• Performs other adhoc duties as required.

Travel & Logistical Support

• Support the facilitation of collecting and drop off travellers, Pact office staff and external visitors from and to their destinations whenever the need arises.
• Performs other adhoc duties as required.

• Bachelor’s degree and 5+ years’ relevant experience or equivalent combination of education/experience

Other local education and experience:

• Minimum of 3 years’ experience in Office Administration;
• Grade 12 certificate and Diploma in Office Administration or relevant qualification will be an advantage
• Experience in organizing large meetings and training events
• Previous work experience in an NGO environment especially US Government Funded will be an added advantage
• High energy, self-motivated, independent worker who is highly organised, results orientated and deadline drive
• Excellent attention to detail required for minute taking and report writing
• Good at juggling competing tasks and ability to stay calm under extreme pressure
• Ability to work in a high profile and fast paced environment
• High level Computer Literacy in Microsoft Word, Excel, Power Point, Outlook, Internet and Typing.
• Must be Malawian permanent resident with fluency in English and preferably one local indigenous Malawian language.
• Should be in possession of a valid driver’s license and PDP, be willing to travel if/when necessary.