About Pact
Pact is an international nonprofit organization founded in 1971, dedicated to building solutions for human development across nearly 40 countries. They focus on evidence-based, data-driven approaches that are owned by the communities they serve, aiming to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact. The Programs Team is crucial to achieving Pact's global strategy, ensuring program excellence through continuous learning, monitoring, evaluation, and thought leadership, while promoting a culture of inclusion, accountability, and respect.
Position Overview
The Office Assistant will provide comprehensive administrative support to the Pact team, specifically aiding in the rollout of the ACHIEVE Programs. This role involves ensuring clean and ready working spaces daily, as well as supporting front desk administrative functions, operations, and finance. Key tasks include preparing documents, offering procurement support, coordinating meetings, maintaining filing systems (paper and electronic), and assisting with program transportation needs.
Key Responsibilities
- Procurement Support:
- Assist with documenting receipt of goods/services and ensuring procurement files are current.
- Follow up with suppliers for necessary documentation (e.g., tax).
- Help maintain a register of preferred vendors and an asset/inventory register for Pact Malawi.
- Administrative Support:
- Ensure cleanliness of all working and storage spaces.
- Assist staff with administrative forms and ensure understanding and use.
- Verify accuracy of supporting documents for financial transactions before submission to finance.
- Properly copy and file correspondence and documents according to the established system.
- Maintain electronic and paper filing systems, including archiving final activity materials on the Pact server and SharePoint monthly.
- Provide reception coverage as needed.
- Assist with moving office furniture or equipment.
- Travel & Logistical Support:
- Facilitate the collection and drop-off of travelers, Pact staff, and visitors.
- Perform other ad-hoc duties as required.
Basic Requirements
- Bachelor's degree and 5+ years of relevant experience, or an equivalent combination of education/experience.
- Minimum of 3 years of experience in Office Administration.
- Grade 12 certificate and a Diploma in Office Administration or a relevant qualification is an advantage.
- Experience in organizing large meetings and training events.
- Previous work experience in an NGO environment, especially with US Government-funded projects, is an advantage.
- High energy, self-motivated, independent, highly organized, results-oriented, and deadline-driven.
- Excellent attention to detail for minute-taking and report writing.
- Ability to manage competing tasks and remain calm under pressure.
- Adept at working in a high-profile, fast-paced environment.
- High level of computer literacy in Microsoft Word, Excel, PowerPoint, Outlook, and Internet.
- Must be a Malawian permanent resident with fluency in English and preferably one local indigenous Malawian language.
- Possession of a valid driver’s license and PDP, with willingness to travel when necessary.