Pact Overview
Pact is a global nonprofit organization operating in nearly 40 countries, dedicated to developing human development solutions. These solutions are firmly rooted in evidence, driven by data, and ultimately owned by the communities they serve. Established in 1971, Pact collaborates with partners to foster resilience, enhance accountability, and build essential knowledge and skills for achieving sustainable social impact.
Department
Programs - Pact envisions a world where every individual is empowered, heard, and thriving. The Programs Team is instrumental in achieving this vision by integrating program management, technical assistance, and business development functions, which collectively support Pact's overarching global strategy. We are committed to program excellence, achieved through continuous learning, rigorous monitoring, and thorough evaluation. Our team also provides organizational and industry-wide thought leadership, leveraging a diverse range of cross-functional, multidisciplinary skills, expertise, and experiences. The Programs team actively drives progressive change by developing and implementing global and regional strategies and business plans; champions innovative solutions; seeks out new business opportunities; and cultivates effective internal and external engagement to maximize Pact’s worldwide impact. In all facets of its work, the Programs Department consistently upholds and promotes a culture of inclusion, accountability, and respect.
Position Overview
The Administration Assistant will provide essential administrative support to the Pact team, facilitating the successful implementation of the ACHIEVE Programs. This role ensures all logistical arrangements for travel, accommodation procurement, and conference planning are handled with efficiency and effectiveness, in full compliance with established regulations and policies. Furthermore, the Administration Assistant will manage core front desk duties, contribute to operations and finance by preparing necessary documents, assist with procurement processes, coordinate meetings, take minutes, schedule appointments, and maintain both physical and electronic filing systems. The individual will also offer administrative support for the transportation requirements of the ACHIEVE program.
Key Responsibilities
Procurement Support
- Conduct market research to identify potential suppliers for goods and services, gather pricing information, and prepare advertisements for solicitation placements in newspapers and on websites.
- Prepare and issue procurement documents, such as requests for quotations, analyze received quotations, conduct reference checks, and issue local purchase orders in strict adherence to project policies and procedures.
- Document the receipt of purchased goods and services, ensure procurement files are current and complete, and follow up with suppliers for tax and other required documentation.
- Support the upkeep of a register containing preferred vendors across all districts where Pact operates.
- Assist in maintaining the asset and inventory register for both the Pact Malawi main office and its sub-district offices.
- Undertake any other assigned duties as required.
Administrative Support
- Arrange for and oversee the routine maintenance of office equipment.
- Assist the supervisor in ensuring that all staff members have access to, comprehend, and effectively utilize necessary administrative forms.
- Support the supervisor in verifying the accuracy of all supporting documents for financial transactions before submission to the finance department for processing.
- Aid the supervisor in ensuring that all correspondence and documents are accurately copied and filed according to the designated filing system.
- Serve as a liaison with all service providers regarding services rendered or to be rendered.
- Record minutes during meetings and distribute them to relevant stakeholders.
- Contribute to maintaining the electronic and paper filing systems, including filing final versions of activity materials on the Pact server and SharePoint site monthly.
- Cover the reception area as needed.
- Assist with the organization and tidying of office storerooms.
- Help with moving furniture or equipment within the office, or to and from storage, as required.
- Perform various other ad-hoc duties when necessary.
Travel & Logistical Support
- Receive and process all travel requests through designated travel agents and service providers.
- Verify the completeness of travel request forms, including all necessary authorizations and supporting documentation.
- Obtain quotations from service providers and review them for reasonableness before preparing Travel Authorizations (T/As).
- Ensure the accuracy of Travel Advance Calculations on forms before submitting them to Finance.
- Confirm that relevant signatories endorse documentation, make copies for TLA files, and submit original documents to finance for vendor payment.
- Maintain timely logging of all Purchase Order (PO) related items, commitments, and expenses in the travel and logistics tracker.
- Ensure strict adherence to Pact's travel policy and US Government rules and regulations across all departmental documentation, including Travel Authorizations, Service Provider Purchase Orders, and supporting negotiation memos.
- Assist with the orientation and training of all staff (both current and new) on Pact's travel and events policies and procedures, especially following any revisions.
- Stay updated on current travel notifications, venue changes, and feedback from travelers regarding vendors.
- Facilitate the collection and drop-off of travelers, Pact office staff, and external visitors to and from their destinations.