District Administration Assistant

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

The Administration Assistant will ensure that all logistical arrangements for travel and procurements for accommodation and conferencing are completed efficiently, effectively and in accordance with regulations and policy. 

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, minute-taking and scheduling, 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 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 with the maintenance of a register of preferred vendors in each of the provinces that Pact works in.
• Assist with the maintenance of asset/inventory register for Pact Malawi office and sub districts.
• Perform other tasks as assigned.

Administrative Support

• Arrange for and oversee the maintenance of office equipment.
• 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.
• Liaising with all service providers concerning the service rendered or to be rendered.
• Take minutes at meetings and share with relevant stakeholders.
• 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 clearing and tidying of office storerooms.
• 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

• Receive all travel requests and process them with designated travel agent/s and service providers.
• Ensure completeness of travel request form, including relevant authorizations and supporting documentation.
• Request quotations from Service providers and review them for reasonableness before preparing T/As.
• Ensure that Travel Advance Calculations on forms are correct then submit to Finace.
• Ensure relevant signatories sign documentation, copy for TLA files and submit original to finance for payment to vendor.
• Timely logging of all PO related items, commitments and expenses in the travel and logistics tracker.
• Ensure compliance with Pact travel policy and US Government rules and regulations in all departmental documentation e.g. Travel Authorizations, Service Provider Purchase Orders, and supporting negotiation memos.
• Assist with orientation and training of all staff members (current and new) on Pact travel and events policies and procedures, especially when revisions are made.
• Keep up with current travel notifications, venue changes and vendor feedback from travellers.
• Facilitate the collection 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 and 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.