Administration Assistant

VACANCY

The United Civil Servants SACCO (UCSSACCO) is a member-owned institution dedicated to offering a diverse array of savings and credit products to civil servants, corporate organizations, and SMEs in Malawi. Our mission is to transform the socio-economic lives of Malawians. With projected business growth for 2026, aligned with our strategic plan, we are actively seeking individuals passionate about fostering positive change within their communities and the nation. UCSSACCO invites applications from candidates driven to contribute to the socio-economic improvement of society and the country.

Administration Assistant – Internship (1 position)

Reports to: Administration Supervisor

Job Purpose

This role supports the efficient day-to-day administrative operations of UCSSACCO by ensuring proper office management, coordinating courier services, maintaining assets, and managing the supply of groceries and utilities. The Administration Assistant is crucial for maintaining a clean, organized, and functional working environment.

Main Duties and Responsibilities:

Office Administration

• Ensure offices are cleaned and prepared for use within designated timeframes.


• Assist in coordinating daily office errands and administrative tasks.


• Manage incoming and outgoing mail, ensuring timely distribution.


• Oversee the timely payment and monitoring of utility bills.

Asset Management

• Maintain and update the organization's asset register.


• Track the movement and transfer of office assets, ensuring proper documentation.


• Monitor the condition of assets and report any maintenance requirements.


• Conduct periodic assessments of asset needs.

Courier Coordination

• Coordinate the dispatch and receipt of all mail and courier items.


• Maintain a system for tracking outgoing mail, including waybills and destinations.


• Follow up on deliveries to ensure prompt receipt of items.

Groceries and Utilities Management

• Ensure a consistent supply of groceries and kitchen supplies.


• Prepare monthly grocery purchase requests within specified deadlines.


• Monitor stock levels and ensure timely replenishment.


• Ensure the continuous availability of essential utilities.

Staff Welfare

• Ensure the availability of drinking water, kitchen utensils, and supplies.


• Maintain cleanliness and hygiene in kitchen areas, restrooms, and common spaces.


• Verify the functionality of all appliances.

Fleet Coordination

• Monitor vehicle servicing schedules.


• Ensure all vehicles possess valid insurance and Certificates of Fitness (COF).


• Track and manage renewals and maintenance schedules for vehicles.

Qualification, Knowledge, Skills, and Experience

• A Diploma in Business Administration, Office Management, or a related field.


• Basic knowledge of office administration and record-keeping practices.


• Proficiency in Microsoft Office applications.


• Strong organizational and time management skills.


• Keen attention to detail.


• High level of integrity and reliability.


• A valid driver’s license is an advantage.

Method of Application:

Interested candidates meeting the above requirements should send their application letters, a detailed curriculum vitae (CV) with at least three traceable referees, and copies of certified certificates (including MSCE) by 10th June 2026 to:

Email: recruitment@ucssacco.com

Only shortlisted applicants will be acknowledged.