Administration Assistant

National Oil Company of Malawi (NOCMA)

The National Oil Company of Malawi (NOCMA) is a wholly owned Government of Malawi company established under the Companies Act of 1984 on 10 December 2010. The Company commenced operations in 2012 with the primary objective of ensuring security of fuel supply in Malawi.

NOCMA is responsible for the importation of petroleum products and serves as Government’s agent in managing the Country’s Strategic Fuel Reserves (SFRs) located in Blantyre, Lilongwe, and Mzuzu, as well as other depots in Chilumba, Chipoka, and Mchinji.

Over the past fourteen (14) years, the Company has grown significantly in national strategic importance. Its fuel importation market share increased from ten percent (10%) in 2015 to an average of seventy-seven (77%) in the 2025/2026 financial year. This growth has been matched by strengthened institutional capacity and strategic investments to enhance operational efficiency and effectiveness.

In pursuit of sustained performance and excellence in delivering its mandate, NOCMA invites applications from suitably qualified and experienced candidates to fill the following positions.

An attractive remuneration package commensurate with experience and qualifications will be offered to the successful candidates, with an opportunity to build a meaningful executive career within the oil and gas industry.

ADMINISTRATION ASSISTANT (NOC07)- CODE: AA2026 – TENABLE AT HEAD OFFICE IN LILONGWE

PURPOSE

The purpose of the job is to provide high-quality administrative support to the Corporate Services Directorate, ensuring smooth operations across Human Resources (HR), Administration, Information Technology (IT), Legal, Planning, Monitoring and Evaluation (PME), and Communications.

KEY DUTIES AND RESPONSIBILITIES

  1. Prepare and maintain vehicle fuel utilization and accident reports to support management decisions.
  2. Organize and manage correspondence, reports, and confidential records efficiently.
  3. Schedule, coordinate, and support meetings, workshops, and events, including taking minutes and tracking follow-ups.
  4. Manage executive and departmental calendars and organize travel arrangements.
  5. Facilitate processing of staff requests such as leave, loans, and HR-related matters
  6. Maintain office supplies, equipment, and stationery to ensure smooth operations.
  7. Prepare purchase requisitions, maintain procurement trackers, and liaise with the procurement team.
  8. Process invoices and payments in the SAP ERP system, including utilities, rentals, and vehicle services.
  9. Support executives and staff with confidential documentation, ad hoc administrative tasks, and reporting requirements.
  10. Maintain and improve filing systems, implement office process improvements, and support cross-functional activities.

REPORTING LINES AND SUPERVISORY RESPONSIBILITY

The Administration Assistant reports to the Director of Corporate Services.

The post has no supervisory responsibility.

THE PERSON

The required candidate should have the following competences:

  1. Strong attention to detail and accuracy.
  2. Ability to prioritize tasks and manage time effectively.
  3. Professionalism and discretion in handling sensitive information.
  4. Proactive, solution-oriented, and adaptable.
  5. Teamwork, collaboration, and willingness to support cross-functional initiatives.

QUALIFICATIONS AND EXPERIENCE

  1. Diploma in Business Administration or Management, or related field from an accredited institution. Possession of a first Degree will be an added advantage.
  2. Minimum three (3) years of cumulative experience in administrative support with two (2) spent in a comparable role.
  3. Proficiency in MS Office and ERP systems, strong organizational skills, and ability to handle confidential information.

APPLICATION PROCEDURE

Interested candidates who meet the required qualifications and experience should send applications with cover letter, copies of certificates, detailed curriculum vitae (CV), proof of membership of professional body (where this is stipulated as a requirement), names, addresses and phone contact numbers of three traceable referees to the following address:

The Chief Executive Officer
National Oil Company of Malawi
4th Floor, Kang’ombe House, City Centre
Private Bag 370
Lilongwe
Attention: The Human Resources & Administration Manager
Email: nocmajobs@nocma.mw

Applicants should state clearly on the envelope or in the subject line of an email, the Code for the Post they are applying for.

The closing date for receipt of applications is 18th April 2026

In line with the Gender Equality Act of 2013, female candidates are strongly encouraged to apply. NOCMA is committed to promoting diversity and ensuring equal opportunities for all applicants.