Administration Officer

About the role

World Vision, a Christian humanitarian organisation helping vulnerable children, is hiring an Administration Officer in Lilongwe. This is a local, fixed-term position covering procurement, asset and inventory management, supplier coordination, and support for expatriate housing and outsourced services.

Key responsibilities

• Coordinate and consolidate departmental needs, run ad hoc acquisitions of goods and services, and maintain a monthly purchase plan
• Work with Supply Chain Coordinators and SFO Reporting to source goods and services and to obtain accurate project and NO expense codes
• Initiate purchase requisitions and facilitate timely payment of routine services and blank POs (airtime, fuel, office bills, rentals, security, vehicle maintenance, insurance)
• Follow up on delivery, resolve supplier queries, and submit received invoices bi-weekly to Accounts Payable while ensuring on-time payment
• Maintain safe custody of assets, keep inventory and asset registers up to date, and coordinate disposal of obsolete equipment
• Support the end-to-end expatriate housing process, including onboarding and exit, and the OSHA requirements and first aid and fire safety training
• Oversee outsourced cleaning, security and facility management, contribute to service level agreements and contract monitoring, and support contract awards and renewals
• Manage expatriate tenancy agreements and maintain communication systems (phone, fax, correspondence)
• Set and monitor performance standards for direct reports and mentor and coach them

Required profile

• Diploma in Business Administration, Procurement and Logistics/Supplies Management, or equivalent from a recognised institution
• At least 3 years of work experience in stores management and asset management at a supervisory level
• Preferred: Bachelor's degree in the same fields, courses in asset and stores or warehouse management, knowledge of estate management and guest relations
• Local applicants only

Required skills

• Database work and report generation
• Word processing and spreadsheets
• Good planning and organisational skills
• Written and verbal English
• Teamwork in a diverse environment