We are seeking a dedicated Office Assistant to support our team in Lilongwe. The ideal candidate will be organized, proactive, and efficient, with excellent communication skills and a passion for making a difference.

Reporting to the Country Manager, the Office Assistant will support the office’s daily operations and administrative functions. The Assistant will handle various tasks, including managing communications, maintaining project vehicles, organizing files, and purchasing office supplies. Additionally, the Office Assistant will assist in preparing reports, coordinating meetings, and supporting the Country Manager with various administrative duties as needed.

KEY RESPONSIBILITIES

Administrative Support

• Assist in daily office operations, including filing, data entry, and maintaining office supplies.
• Manage correspondence, including emails, letters, and phone calls.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare and distribute meeting agendas, minutes, and other relevant documents.

Project Coordination

• Support the Country Manager and project team in tracking project progress and deliverables.
• Maintain project documentation and ensure all records are up to date.
• Assist in the preparation of reports and presentations.
• Liaise with partners, stakeholders, and community members as required.

Financial Administration

• Assist the finance officer with basic bookkeeping tasks, including processing invoices and expense reports.
• Assist in the management and execution of procurement processes, including vendor selection, contract negotiations, and purchase order management.

Communication

• Facilitate effective communication within the project team and with external partners.
• Assist in the preparation of communication materials as required.

Project Vehicles

• Develop, implement, and manage a comprehensive preventive maintenance plan for all project vehicles to ensure optimal performance and longevity.
• Review and maintain accurate and up-to-date records, including vehicle logbooks, maintenance schedules, and expense reports.
• Monitor the condition of the vehicle fleet, scheduling regular inspections and servicing.
• Track and analyze vehicle-related expenses to identify cost-saving opportunities and ensure budget compliance.
• Ensure all vehicles comply with local regulations and safety standards.
• Generate reports on vehicle usage, maintenance activities, and financial expenditures for management review.

QUALIFICATIONS 

• Diploma or degree in Business Administration, Office Management, or related field preferred.
• Minimum of 3 years of experience in an administrative or office support role.
• Proven experience in vehicle maintenance and fleet management.
• Experience working in a project-based environment.

SKILLS & PERSONAL ATTRIBUTES

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving abilities.
• Proactive and able to take initiative.
• Adaptable and flexible in a fast-paced environment.
• Reliable, with a strong sense of integrity and confidentiality.
• Passionate about community development and making a positive impact.