ఉద్యోగ వివరణ

Organization Overview

Pact is a global nonprofit organization operating in close to 40 countries. It develops practical, evidence-based, and community-led solutions that advance human development. Since its founding in 1971, the organization has partnered with communities to strengthen resilience, improve accountability, and grow knowledge and skills that support lasting social impact.

Department Overview

The Programs team supports Pact’s mission by connecting program management, technical assistance, and business development. It helps drive program quality through learning, monitoring, and evaluation, and contributes strategic thinking across regional, global, and cross-functional work. The team advances innovation, pursues new opportunities, and promotes inclusive, accountable, and respectful ways of working.

Role Summary

Reporting to the Procurement and Logistics Manager, the Administration Coordinator will be part of the Administration team and will oversee general services related to administration, security, facilities, fleet, assets, travel, and procurement for the Malawi head office and district offices. The role also includes supervising relevant staff, supporting procurement activities, maintaining the asset register, managing property leases, ensuring insurance coverage for theft, fire, and other assets, and handling insurance claims when needed.

Key Duties

The position covers administration, procurement, fleet and travel, asset management, facilities oversight, and supervision of administrative support staff. The coordinator will help ensure efficient internal operations, compliance with organizational policies, and reliable support for teams across Malawi.

Administration and Office Support

Oversee administrative services for Pact Malawi’s head office and district locations.
Provide support to the Project Director’s office.
Handle short-term insurance arrangements, contracts, leases, and rental agreements.
Coordinate visits for Pact’s global staff traveling to Malawi, including hotel arrangements, invitations, and local transport.
Work with Human Resources to manage staff communication devices, including mobile phones issued to employees when due.

Procurement

Help ensure procurement is timely, transparent, and aligned with Pact Malawi policies and procedures.
Assist in preparing the annual procurement plan with budget holders and key leaders so that procurement activity and budget timing are properly reflected.
Support the consolidated procurement plan and help establish framework agreements with regular suppliers to improve service quality and procurement efficiency.
Strengthen understanding of procurement roles and responsibilities through training, coaching, mentoring, and technical support to cluster offices.
Provide day-to-day managerial oversight to Administration Assistants and Office Assistants.
Support the Procurement and Logistics Manager, Procurement and Logistics Officer, and other leaders during market surveys.
Help set up framework agreements for frequently purchased goods and services in line with procurement rules.

Fleet Management and Travel

Implement a fleet management system that follows Pact Malawi policies and supports accountable and efficient vehicle use.
Ensure vehicles are properly assigned, safely used, and serviced according to maintenance schedules.
Train and sensitize staff on safe vehicle use and hold them accountable for compliance.
Confirm that vehicles meet safety and security standards.
Maintain an effective vehicle allocation process.
Manage travel and transportation arrangements for both domestic and international official travel.

Asset Management

Make sure national and field/district teams understand and follow donor-specific asset rules.

Facilities Management

Oversee the upkeep and management of Pact Malawi buildings and facilities so they meet operational, safety, and regulatory standards.
Act as the main point of contact with building maintenance contractors and ensure work is completed according to regulations and property owner specifications.
Keep proper records of maintenance and repairs.
Develop and run systems for building security and maintenance.
Ensure facilities remain safe and compliant with Malawi laws and regulations.
Create a centralized purchasing approach for facility-related items such as equipment, supplies, repairs, and maintenance.
Keep fire alarm and burglar alarm systems functioning properly where applicable.
Work with the HR Manager to conduct routine health and safety inspections across all sites and quickly address issues, including conditions affecting grounds, parking areas, and other staff-use spaces.

Supervision and Staff Development

Supervise Administration Assistants and Office Assistants.
Support staff growth through training, counseling, and performance reviews within the Administration and General Services function.
Assist in identifying staffing needs for the department.
Carry out additional tasks as assigned.

Required Qualifications and Experience

Candidates should hold a bachelor’s degree and have at least 6 years of relevant experience, or an equivalent mix of education and work background. Locally, the role calls for a university degree in Administration, Business Management, Procurement, Supply Chain Management, or another related field, along with at least 5 years of NGO experience in Malawi focused on office administration, asset management, and procurement processes, including purchase orders.

Additional Requirements

Strong knowledge of U.S. Government procurement guidelines.
Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Customer-service mindset with the ability to work effectively with service providers.
Strong teamwork and interpersonal skills.
Ability to remain effective under significant pressure and solve problems proactively.
Capacity to work independently in a busy, high-visibility, and multi-tasked setting.
Excellent written and verbal communication skills in English and Chichewa.
Valid Malawian driver’s license.
Advanced computer literacy.

Work Environment

This is a full-time onsite position based in Malawi, supporting both the head office and district offices.

Administration Coordinator – ACHIEVE Malawi Project