About Pact
Pact is an international nonprofit organization founded in 1971, operating in nearly 40 countries. They focus on building evidence-based, data-driven solutions for human development, aiming to foster resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact within communities.
Position Overview
The Administration Coordinator will be a key member of the Administrations team, reporting to the Procurement and Logistics Manager. This role is responsible for managing and supervising general services in Administration and Security, and providing support for Facilities, Fleet, Assets, Travel, and Procurement for Pact's head office and district offices in Malawi. The Coordinator will also supervise relevant staff and ensure adherence to organizational policies across various administrative functions.
Key Responsibilities
- Manage all administrative services for Pact Malawi's head and district offices, including supporting the Project Director's office, administering insurance, contracts, leases, and rental agreements.
- Coordinate visits for global staff, including hotel bookings, invitations, and in-country transport, and manage staff communication devices in collaboration with HR.
- Support timely and transparent procurement processes, ensuring compliance with Pact Malawi policies and procedures, assisting with annual procurement planning, establishing framework agreements, and providing procurement training.
- Implement and maintain an effective fleet management system, ensuring accountable and efficient use of vehicles, adherence to maintenance schedules, and staff sensitization on vehicle safety. Manage travel and transportation programs for official staff.
- Ensure all national and field teams comply with donor-specific asset regulations for asset management.
- Oversee the management and maintenance of all Pact Malawi buildings and facilities, ensuring operational, safety, and regulatory compliance. This includes liaison with contractors, implementing security/maintenance systems, and coordinating health and safety inspections.
- Supervise Administration Assistants and Office Assistants, promoting staff development through training, counseling, and performance evaluation, and identifying staffing requirements for the department.
Qualifications
- Bachelor’s degree in Administration, Business Management, Procurement, Supply Chain Management, or a related field, combined with at least 6 years of relevant experience; or an equivalent combination of education and experience.
- A minimum of 5 years of experience in the NGO sector in Malawi, specifically in office administration, with a strong understanding of asset management and procurement processes, including purchase orders.
- Excellent knowledge of US Government procurement guidelines.
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, with advanced computer skills.
- Demonstrated customer service orientation and ability to interact effectively with service providers.
- A dedicated team player with strong interpersonal skills, capable of working independently in a high-profile, fast-paced, and multi-tasked environment.
- Ability to perform under pressure and take initiative in problem-solving.
- Highly effective communication skills, both written and spoken, in English and Chichewa.
- Must possess a valid Malawian driver’s license.